Didactic Administrative Coordinator

Overview

The Didactic Administrative Coordinator is a member of the Touro University College of Health Sciences Joint MSPAS/MPH Program staff. Primary responsibilities include initiating and coordinating the clerical, administrative and secretarial functions required for the effective implementation of the Physician Assistant Program with an emphasis on the didactic component of the Program.  This individual functions as the Administrative Coordinator for the Program Director, Associate Program Director and Director of Didactic Education. In addition, this individual serves as the primary point of contact for program faculty, particularly during the didactic phase, liaising with students and other members of the campus community including staff from other departments and colleges. As the primary point of contact for the program, the Didactic Administrative Coordinator is expected to maintain an "open-door" presence during regular business hours.  This job description is not intended to cover every work assignment a position may have.

Responsibilities

 

 

General Ongoing Administrative Tasks:

Serve as initial point person for welcoming students, faculty and other visitors to the Program; answering phones and taking messages.

Performs general administrative tasks including but not limited to written and verbal correspondence.

Follows and implements policies and procedures as established by the Program.

Serves as backup to the Program Analyst on the Website Update Committee. 

Processes mail and prints documents as requested by faculty.

Works with other program and college staff including the MPH program and Dean’s office.

 

Program Meetings, Minutes & Files

7.     Maintains strict confidentiality regarding student and faculty records.

Attends the Program Meeting, Didactic Curriculum Committee, Student Promotions Committee, and other assigned meetings, taking minutes in the template and making them available electronically within 2 business days.

Organizes and participates in the development of conferences, retreats, faculty, and committee meetings as directed.  Maintains minutes of these meetings using excel template and makes them available electronically within 2 business days.

10.  Organizes and maintains electronic student records, updating them weekly.

11.  Participate in accreditation tasks as directed.

12.  Works closely with the Clinical Year Administrative Coordinator to ensure all necessary documentation is completed and student files are accurately closed out -- both when the didactic phase is complete and again prior to program completion.

 

Office Supplies, Facilities & IT

Monitors inventory and orders office supplies.

Corresponds with appropriate University department(s) (i.e., IT) to maintain machinery, including, but not limited to replacing toner and paper supplies for the Program and building copy and fax machines. 

Notifies facilities or IT in a timely fashion when there is a facilities or technology issue in the classroom or Program office (if not already submitted by affected faculty member). Actively follows up on ticket to ensure prompt resoloution.

Submits and follows-up on facilities and maintenance requests for the Program.

 

Scheduling

17.  Develop, implement, and maintain the didactic student’s google calendars, which includes information regarding class titles/times/locations, examinations, Holidays, and other events. Reviewing and updating of these calendars must be performed at least weekly.

a.     Work with the Director of Didactic Education (or assigned designee) to plot out semester schedules and reserve rooms for classes, meetings and exams, etc. in a timely fashion. 

b.    Schedule students for small groups and labs as requested by faculty.

c.     Anticipate scheduling conflicts, propose solutions, and communicate updates to all stakeholders in a clear and timely fashion.

d.     Identify space needs and reserves classrooms and conference rooms for the Program through the TUC scheduling system and updates the student google calendar daily as needed.

e.     Serve as the primary point of contact for scheduling questions and requests.

f.      Maintain accurate records of schedules and communicate changes proactively

g.    Represents the program on the master calendar committee

18.  Develop, implement, and maintain the Program’s meeting schedule in the designated platform (i.e., Teams, Outlook), which includes information regarding meeting time/location, Holidays and other Program and University events. Reviewing and updating of these calendars must be performed at least weekly.

Reimbursement & Operations