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Administrative Assistant, PA Studies 
PCOM

At Philadelphia College of Osteopathic Medicine (PCOM), we espouse to grow a culturally competent workforce to advance medicine that touches the lives of underserved communities. Diversity and inclusion is the core component of our institutional identity and a key pillar of PCOM’s strategic vision. PCOM affirms that diversity and inclusion are crucial to the intellectual vitality of the campus community. It is through freedom of exchange over different ideas and viewpoints in supportive environments that our graduates develop the critical thinking and citizenship skills that will benefit them throughout their lives.

Since 1899, PCOM has trained highly competent, caring physicians, health practitioners and behavioral scientists who practice a “whole person” approach to care - treating people, not just symptoms. As the field of medicine has changed, we've changed with it - adapting our program offerings to better meet the needs of healthcare providers and the communities they serve. At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals.

Position Description

This position requires a working understanding of the development and sustainment of a physician assistant program. Employee reports directly to the assistant director/site director of the physician assistant program and performs multiple administrative and clerical duties in support of the physician assistant program. Dynamic, interpersonal, and strong organizational skills are required. Must have a cohesive working style and be able to handle multiple concurrent tasks with time-limited goals. Must be detail orientated and capable of becoming proficient in electronic software including but not limited to, Microsoft Office products such as Word, Publisher, Excel, Access and PowerPoint; E*Value; Blackboard; ExamSoft, and ExamDriver.

This position is based at PCOM (Philadelphia, Pennsylvania).

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Essential Duties and Responsibilities

Duties and responsibilities include (but are not limited to) the following:

  • Exercises significant independence and initiative in the performance of responsibilities.
  • Supports departmental faculty clerically by preparing typed correspondence, reports, PowerPoint presentations, and other special projects.
  • Assists the assistant director in procurement of clinical sites by maintaining affiliation documents and corresponding regularly with each site. Assists and supports the processing of affiliation agreements. Develops student rotation schedules and organizes housing for the Philadelphia campus Physician Assistant Program in a timely and efficient manner.
  • Performs mail merges as requested.
  • Assists in scheduling times and locations for interactive multimedia lectures. Assists with scheduling and organizing guest lecturers, information sessions, and faculty/student interviews.
  • Supports all programmatic activities such as meetings, hooding ceremonies, and graduation activities.
  • Maintains and updates student files.
  • Maintains and organizes office and clinical supply inventory.
  • Performs continuous process improvement to automate and streamline processes.
  • Answers telephone, processes correspondence, and handles difficult people professionally.
  • Maintains confidentiality in sensitive situations.
  • Makes copies, sends and receives faxes, prints documents, files and maintains department documents.
  • Enters data into electronic systems for PA student clerkships.
  • Supports the handling of selected criminal background and drug checks.
  • Maintains communication with physician assistant training sites and keeps the PA department chair, Philadelphia campus site director, and faculty advised of issues affecting Philadelphia campus PA students.
  • Enters and maintains required preceptor and clinical site data in clinical database including CV, license, affiliation agreement(s), preceptor information forms and site evaluations.
  • Enters and maintains updated preceptor availability for upcoming clinical year in clinical database in an ongoing fashion.
  • Organizes and secures student packet to include letter of good standing, student bio, verification of completion of HIPAA training, and OSHA training, verification of completion of criminal background checks and any other information that may be required. Supplies this information to preceptor as scheduled by preceptor or hospital site.
  • Performs other duties as assigned by program staff and/or faculty.

Position Requirements

*Applicants must be authorized to work in the U.S. and pass a criminal background check.
Education
  • High school diploma or equivalent is required.
  • Associate’s degree or some technical training beyond high school is preferred.
Experience
  • Minimum three (3) years secretarial/clerical/administrative experience is required.
  • Must be proficient in software packages such as Microsoft Office Suite. Working knowledge of Blackboard and Banner is preferred.
  • Good interpersonal skills and strong organizational skills are required.
  • Must have a cohesive working style and be able to handle multiple concurrent tasks with time limited goals.
  • Must be a detailed oriented individual and be flexible.
Certifications, Licenses, Registrations
  • No board certification or board eligibility is required.
Physical Demands
  • Primarily sedentary work. Occasionally may lift supplies.
  • Manual dexterity and mobility in order to use personal computer and office equipment.
  • Occasional standing/walking.

Application Instructions

All inquiries MUST include:

  • Cover letter
  • Resume

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

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