Administrative Assistant

Posted April 28, 2025

Administrative Assistant

Physician Assistant Program, University of Charleston

 

Position Summary:

This is a University of Charleston staff position. The incumbent who serves in this position will perform executive secretary duties for the Physician Assistant Program. In addition to typing, filing, and scheduling; the person in this position will perform other duties such as coordination of meetings, direct mailings, answering non-routine correspondence, and working on special projects; assisting callers, visitors, students, adjuncts, and internal personnel as needed; and assisting with accreditation, accounts payable, and record keeping. This person must be able to maintain a high level of confidentiality and be able to pivot as needed to meet the needs of the program. Independent judgment is required to plan, prioritize, and organize a diversified workload. This individual must maintain a professional, upbeat, and energetic demeanor. This is a full-time position that reports to the Program Director.

 

Essential Responsibilities:

General

• Greet visitors, establish nature of business, and direct visitors to appropriate personnel.
• Answer telephone efficiently in a professional and courteous manner; provide information to callers, route to appropriate individuals and/or take messages.
• Correspond and communicate appropriately and effectively.
• Retrieve and act on voice mail messages and emails in a timely fashion.
• Enter and follow up on work requests to facilities.
• Maintain program files and an on-line calendar.
• Perform desktop publishing duties by creating and developing visual presentations for the program, including the designing and drafting of items such as general correspondences, invitations, memos, charts, tables, graphs, and signs; proofreading of documents for spelling, grammar, and layout errors; and editing of documents, drafts, and related correspondence.
• Arrange meetings and special events such as the white coat ceremony, student orientation, advisory board meetings, and hooding by reserving meeting space; arranging food service; working with Communications to provide information for invitations, programs, and power point presentations; securing speakers; scheduling a photographer; working with the Facilities for room set-up; and working with student representatives and IT for audio visual needs.
• Deliver outgoing mail and pick up the incoming mail in the morning and in the afternoon, open the mail, and route mail to the appropriate personnel.

 

Inventory and Supplies

• Inventory office supplies and with approval, order office supplies.
• Assist with the ordering of name badges and computers for students.
• Assist with the ordering of name badges, business cards, computers, office furniture, office supplies, and door plates for new faculty and staff.
• Assist with the ordering of lab-specific supplies, as requested by faculty, and approved by the Program Director.
• Assist with the inventory of general lab supplies and with approval, order lab supplies.
• Assist with the coordinated pick-up of sharps containers for the PA, nursing, and pharmacy programs.

 

Record-Keeping and Accounts Payable

• Assist with maintaining an accurate account of expenditures by recording program expenses, such as purchases, expense reports, and check requests in an electronic bookkeeping system.
• Assist with the processing, submission, and tracking of expense reports and purchase orders.

 

Faculty and Staff Support

• Organize, coordinate, and schedule complex activities such as faculty/staff travel arrangements including itineraries, briefing materials, appointments, and arrangements for conferences and lodging.
• Serve as a recording secretary for assigned committee meetings. Ensure all participants have a meeting agenda; remind attendees of meeting schedules; attend meetings; and take, transcribe, and distribute minutes.
• Work with the Program Director to facilitate orientation and training for new employees and assist new faculty and staff with the utilization of web-based communication and other program operations software.
• Serve as primary support staff for the Program Director, Director of Didactic Education, Admissions Coordinator, and Medical Director.

 

Student-Related Responsibilities

• Monitor, set up, and maintain student files.
• Maintain student contact information databases.
• Collect student and faculty white coats and scrubs, deliver to a local business for embroidery, distribute embroidered items back to students and faculty, and collect payments.
• Assist with student block registration and the entering of program courses, course directors, and advisors in the university database each semester.
• Assist with the scheduling and managing of student drug testing and background checks.
• Assist with the completion of student alumni education verification, licensing, and credentialing forms.
• Assist with the admissions process.
• Assist with student lists and setting up student emails.
• Assist with proctoring student exams and remediations.

 

Other

• Assist with the program’s preparation of self-study reports and site visits for the purpose of accreditation as directed by the Program Director.
• Assist alumni with education verification forms and evaluations for licensing and credentialling purposes.

• Perform other duties as requested by the Admissions Coordinator, Director of Didactic Education, Director of Clinical Education, and Medical Director, and as approved by the Program Director.
• Perform other duties as assigned by the Program Director.

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The incumbent should have the requirements listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED) required (bachelor’s degree preferred).
• Two to three years of experience in a position with similar responsibilities preferred.
• Requires knowledge of secretarial, office administrative procedures, and excellent command of the English language.
• Strong interpersonal and communication skills.
• Office software and internet computing skills; including a working knowledge or Microsoft and Google products.
• Attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Enthusiastic about working in a collaborative environment.

 

Applications will be accepted until the position is filled.

 

Interested applicants should submit cover letter, current resume, names of three professional references, and salary requirements to:

Lori Thornton

lorithornton@ucwv.edu

 

The University of Charleston is an Equal Opportunity Employer