SMU-2103475-Administrative Coordinator-Physician Assistant Program (Oakland Campus)

Job Summary
The Administrative Coordinator maintains full responsibility for the day-to-day operations of the MPA Program on the Oakland campus.  The AC is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.  The AC supervises administrative support staff, including all administrative and work-study students. The AC tasks include: personnel training, facility maintenance assurance, document preparation for accreditation, acquisition of academic support personnel and evaluation, selection and operationalization of systems for both student clinical monitoring and student performance assessments.
The AC, under guidance and direction of the PA Department Chair, will support team priorities through a range of activities including project management, data analysis and integration into required regulatory formats, coordination of marketing and recruitment, events, and budget monitoring. The AC will, in collaboration with department faculty, develop and implement strategies and systems to ensure program improvement.  The AC will develop and maintain internal and external relationships that facilitate program function and promote a professional image of the Program and Samuel Merritt University, including health system leadership, vendors, student applicants and University personnel.

Duties and Responsibilities

40% - Clinical Compliance

• Manage the clinical contracts process
• Manage preceptor intake information (board certifications/license verification)
• Manage onboarding process/requirements and updates to the preceptor handbook
• Manage the education management platform (Exxat), including: evaluations, forms and surveys
• Manage student clinical placements, auto-placements and reporting
• Submission of clinical reports to Department Chair and APD

30% - Operations Management

• Provide direct support to the PA Department Chair in the operations of the program and the administrative functions of the department;
• In concert with Chair, manage assigned projects or strategic initiatives that ensure fulfillment of program goals.
• Database systems: Create/maintain systems to track and report program learning outcomes, create and implement system to meet the reporting requirements of accrediting agencies, create and implement system to meet federal grant reporting requirements, create and implement process to ensure accurate tracking of data collection from student clinical rotations across both campuses. Be able to maintain vendor relationships and product evaluation.
• Scheduling:  Manage and coordinate the Department’s academic calendar, plan and schedule special events/workshops, schedule student orientation/interviews, coordinate the allocation of classrooms with the Registrar’s Office and Facilities, manage administrative team calendars and assignments. 
• Budget: In consultation with the PA Department Chair, assist in the budget planning process and manage the annual Department budget, which includes: monitoring expenses, reconciling invoices and P-card transactions through the S3 system, check requests, vendor payments, reimbursements, etc., from both campuses;
• Accreditation: Assist in all aspects of the preparation of documents and reporting to accreditation agencies. Develop work flows leading to the timely collection, analysis and reporting of outcomes and evaluation data. Additionally, he/she will work with the PA clinical coordinator to ensure clinical sites meet accreditation agency requirements;
• Faculty: Coordinate with the Human Resources onboarding of newly employed faculty, implement strategy to ensure clinical credentials are updated and site-specific clinical privilege paperwork is in compliance with institutional and accrediting agency standards;
• Students: Maintain student clinical records to ensure compliance with site-specific requirements, assist alumni in obtaining claims history reports, coordinate and assist students with special projects and event planning.  

20% - Management of Support Staff

• Serve as primary supervisor of department’s administrative support staff;
• Provide training to the administrative support team to assure excellence in services to current/prospective students, adjunct/regular faculty and the SMU campus community;
• Develop and implement cross training for the administrative support team to maintain consistency of services throughout both program sites;
• Develop/maintain computer directories / manuals for use by support staff as a reference guide for day-to-day operations, policy and procedures;
• Monitor work flow in order to track accuracy, time management and maintain quality of services;
• Evaluate support staff on a yearly basis, identifying strengths and weaknesses and establishing action plans for improving performance and encouraging personal growth.

10% - General Program Support

• Assist in preparation of federal grants including required data sets, contributions of written narrative, and annual reporting requirements

Education and/or Experience

• Baccalaureate degree preferred 
• Demonstrate 5 years of responsibility in administrative role
• Minimum of 2 years’ experience in an academic environment preferred
• 4-5 years’ experience in coordinating, leading or managing processes or workflows
• Navigation of complex, ever-changing internal systems and processes to ensure smooth day-to-day operations
• Grant management oversite desirable
• Management experience

Skills and Abilities

• Excellent interpersonal skills
• Microsoft Office program at an intermediate-advance level
• Good judgment and creative, critical thinking to solve daily problems
• Excellent writing skills, 
• Ability to analyze and interpret data
• Ability to organize and prioritize workload
• Attention to detail and follow through on action items
• Ability to delegate appropriate task and supervise personnel to ensure completion of task
• Ability to interpret budget spreadsheets and create accurate spreadsheets
• Ability to handle privileged information in a confidential manner

The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.