Administrative Specialist

Salary/Position Classification

• $55,700-$57,900 Annual, Dependent on Experience, Exempt
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

The Administrative Specialist serves as the primary administrative leader for the Department of Physician Assistant Studies and functions under the direction of the Department Chair to oversee and coordinate the department's administrative operations. The position provides executive-level administrative support to the Department Chair while supervising departmental administrative support staff and ensuring the efficient execution of administrative functions across the department.

Responsibilities include oversight of departmental payments, payroll, budgets, registrar functions, and coordination of admissions through University systems. The Administrative Specialist is responsible for promoting effective administrative processes, ensuring compliance with University and departmental policies, coordinating staff workflow and performance, and supporting the Department Chair in achieving the strategic and operational goals of the department.

Duties & Responsibilities

Assist the Department Chair in managing departmental administrative operations and supervising administrative support staff

• Assist the Department Chair with correspondence and communication involving students, preceptors, applicants, graduates, faculty, and staff
• Supervise, coordinate, evaluate, and provide day-to-day direction for departmental administrative support staff, including assigning and monitoring workload to ensure efficient departmental operations
• Review and approve employee leave requests, monitor work schedules and time reporting, and ensure compliance with University policies and departmental staffing needs
• Address routine personnel matters, provide guidance on departmental policies and procedures, and communicate staffing needs and performance concerns to the Department Chair as appropriate
• Initiate clinical faculty appointments for community faculty
• Participate in the interview process, onboarding, training, and supervision of departmental staff employees
• Assist the Department Chair with correspondence, reports, and materials required to maintain program accreditation
• Assist the Department Chair with the development and processing of federal grant applications, as neede.
• Serve as a liaison between the Department Chair, faculty, staff, and students
• Coordinate meetings for the Department Chair and committees chaired or led by the Department Chair
• Create expense reports for the Department Chair and faculty members, as needed
• Respond to phone calls and other inquiries regarding departmental requirements, policies, and expectations
• Collect and compile data for professional organization surveys  

Responsible for all payments, payroll and bills, and budget records related to the Department of Physician Assistant Studies

• Process all payroll forms for Physician Assistant Program
• Calculate and determine amount owed to guest lecturers, standardized patients and clinical facilitators who teach the PA students 
• Receive, process and track all incoming bills for the PA Program
• Monitor transaction reports and maintain budget records, including summarization of past expenditures, identification of anticipated expenditures and assistance with finalizing expected budget for coming year  

Function as registrar for Physician Assistant graduates

• Complete forms and/or compose written responses to requests for verification of completion status of graduates to include all forms required for state licensure and National Certification
• Provide required information to document curricular aspects to specific individual state requirements and/or to other institutions for individual graduates furthering their education
• Complete requested reference forms based on student academic records
• Notify the National Commission on the Certification of Physician Assistants, Inc. of those individuals from the UND Program who are eligible to sit for the national certification exam
• Maintain database for all program graduates and consult with SMHS Office of Alumni and Community Relations as appropriate
• Liaison for the University’s Registrar’s Office   

Monitor current students enrolled in the program

• Create and maintain student academic files to ensure that all required materials are included
• Notify Registrar’s Office of courses to be created each semester and ensure that students receive the necessary information to register online for classes
• Monitor course registration to ensure students are on track with their course of study
• Complete verifications and/or develop responses to requests for enrollment status of current students
• Develop and maintain databases for all students
• Assist Program Director in notifying students and follow-up of any academic or professional alert and/or probationary status  

Assist with admissions process

• Process admission decisions of all applications received
• Create an academic file and a database on students selected for admission
• Assist in tracking acceptance fees  

Records and Information Management

• Maintain the administrative records of the department according to the SMHS Records and Information Management (RIM) policies and procedures
• Work with RIM personnel to develop and maintain the active and inactive filing systems for the department
• Keep files organized according to RIM policies and procedures to allow for easy accessibility and compliance with the retention schedule
• Conduct annual records destruction in conjunction with SMHS Records and Information Management personnel
• Consult with and request services of the SMHS RIM personnel, as needed  

Administrative support for the Department of PA Studies

• Work with staff team to provide telephone support for department and backup receptionist duties of distributing mail, greeting visitors and students
• Support in event planning for Department
• Compose minutes of meetings and other duties related to meeting preparation as requested
• Miscellaneous office duties  

Required Competencies

• Familiarity with budgets, supervision of staff, educational processes, and policies
• Self-starter with the ability to handle multiple priorities and work effectively under pressure to meet frequently occurring deadlines
• Superior communication skills, with particular strength in interpersonal relationships and networking
• Ability to communicate with individuals from outside organizations in a time sensitive and professional manner
• Excellent customer service skills with the ability to maintain confidentiality
• Demonstrated ability in problem solving, sound decision making and critical thinking skills
• Strong organizational skills and detail oriented
• Ability to positively represent the department, school and university with professional conduct and values
• Proficiency in computers including office related software including Microsoft Office software, email and internet
• Operational knowledge of digital information and communication systems
• Knowledge of how to operate general office equipment and assist in maintenance when needed
• Reliable, dependable and valued work ethic
• Prefer knowledge of the role, responsibilities and scope of practice of the Physician Assistant profession

Minimum Requirements

• Bachelor’s degree
• Four years of related experience in an office setting
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working with and troubleshooting records tracking/retention software systems.
• Experience with UND policies and procedures such as travel, purchasing, etc.

To Apply

Please submit:

• Resume
• Cover letter
• Three professional references