Administrative Assistant

Administrative Assistant

Charleston Southern University

Charleston Southern University is seeking an Administrative Assistant for the Department of Physician Assistant Studies.  This is a 12-month full-time position that reports to the Chair of the Department of Physician Assistant Studies.

General Responsibilities:

• Greet guests, answer telephone calls, take messages, and distribute mail for the program
• Serve as the point of contact for each program with all departments on campus, primarily HR, Purchasing, and the Registrar’s Office
• Assist with purchasing requirements and budgetary procedures for the program
• Assist with travel reimbursement forms and travel expense reports for the program
• Maintain an inventory of supplies for the program and arrange for the timely purchases of these supplies
• Oversee the maintenance of the PA Program's Student Records as directed by the Student Records Policy.
• Record, distribute, and file minutes from departmental and committee meetings for the program
• Maintain the PA Program Outlook calendar and assist with scheduling meetings and appointments for the program as needed.
• Coordinate the onboarding process for new faculty, staff, and adjunct faculty with Human Resources and Department Chair and administratively support the search process for faculty candidates.
• Coordinate the payment process for adjunct faculty and overload pay for full-time faculty.
• Pull and distribute reports and information as necessary from the university’s various student database systems.
• Oversee necessary physical plant and technology work orders as they pertain to the program and the Health Science Building.
• Oversee scheduling for the Health Science Building in coordination with the Executive Assistant for the Department of Physical Therapy.
• Assist with the maintenance of student files for the program.
• Assist with the distribution of program surveys and the collection of data as part of the ongoing accreditation processes for the program.
• Assist with the review of applications, interview process, and special events for admission to the program in collaboration with the Admissions Coordinator.
• Assist with the administrative tasks associated with compliance of clinical sites student credentialing in collaboration with the Clinical Coordinator.
• Assist in the planning and implementing of special events for the program, specifically to include White Coat and Commencement ceremonies for the program.
• Perform other duties as determined by the Department Chair as necessary.

Knowledge, Skills, and Abilities:

• Exceptional organizational abilities.
• Ability to independently prioritize work.
• Proficiency with Microsoft Office software.
• Knowledge of customer service standards and ability to use them effectively with internal and external constituencies.
• Excellent verbal and written communication skills to effectively communicate with faculty, administrators, students, staff, alumni, and the general public.
• Ability to take initiative, plan, organize, problem-solve, and accurately complete assignments without immediate and constant supervision.
• Ability to maintain confidentiality of department records.

Qualifications: 

• The ideal candidate is required to have a high school diploma, preferably a Bachelor’s degree.
• A minimum of 2 years of administrative professional experience is required, preferably in higher education or a medical setting.