JOB DESCRIPTION:

Provides secretarial support to the Director of the PA Program and all PA faculty and staff. Duties include but are not limited to scheduling appointments, writing correspondence, scheduling pertinent curriculum and clinical activities, data compilation, organized record keeping and other secretarial and receptionist duties which may require handling information of a sensitive and confidential nature. The individual must be professional and personable since they will frequently deal with students, college officials, and the public (physicians, prospective students, etc.) The individual will be expected to have a working knowledge of various computer programs and software, familiarity with medical terminology and most importantly be able to work with others in a team environment, set and maintain goals, plan and prioritize work, and achieve timely deadlines.

REQUIRED SKILLS, EXPERIENCE AND TRAINING:

1. A high school diploma or GED.

2. A minimum of 2 years secretarial experience.

3. Medical Terminology literacy.

4. Working knowledge of spreadsheets and word processing including Microsoft Word, Outlook, Excel, PowerPoint, Access, etc.

5. Able to exchange information clearly and concisely in an appropriate manner requiring good oral and written communication skills.

6. Must be flexible in day-to-day assignments, be able to multitask and work under pressure at times.

7. Must have strong organizational skills and the ability to set goals, prioritize work, and achieve deadlines and still maintain standards and produce quality work.

8. Able to establish effective working relationships with all staff and faculty of the P.A. Program.

9. Must be able to interact positively with other college departments, instructors, physicians, hospitals, community members, etc.

10. Comprehend what a PA is and the role(s) they fulfill.

11. Able to describe all aspects of the PA program to prospective students and the public.

12. Become familiar with the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.

13. Willingness and ability to pursue both in-house and off-site training to acquire computer integration knowledge.

14. Able to carry out duties and responsibilities with limited supervision.

ESSENTIAL FUNCTIONS:

1. Provide clerical and technical support to the Director of the PA Program and all PA staff and faculty.

2. Promote and market the PA program by answering inquiries in a pleasant and helpful manner.

3. Serve as a liaison to interact positively with other College departments, adjunct instructors, physicians, and students.

4. Fulfill receptionist’s duties such as answering the telephone, screens calls, relays messages, scheduling appointments, greeting and assisting visitors, and organizing and maintaining an orderly filing system.

5. Develop letters, charts, manuals, newsletters, and any other correspondence deemed necessary.

6. Obtain, sort, preview, and properly distributes incoming mail when alone in the administrative office.

7. Maintain and order adequate and cost effective inventory of office supplies, important forms and documents.

8. Operate office equipment such as photocopier, fax machine, etc; coordinates the servicing of such equipment.

9. Operate personal computer to access e-mail, electronic calendars, and other basic office support software.

10. Complete various request forms for office supplies and equipment as directed.

11. Supervise all Student Aides for the PA Program

12. Complete and processes payroll documents for Student Aides.

13. Create and format spreadsheets for clinical scheduling etc..

14. Prepare and coordinate letters & postcards to Physicians for Student Observations. Create on-line schedule of physicians willing to participate, on-line physician list of addresses and phone numbers, and list of directions to each site. Schedules students for Observations. Makes copies of schedules, directions and physicians addresses, etc. for all students and faculty.

15. Prepare and coordinate letters & postcards to Preceptors for Clinical Rotations and Family Practice preceptorships. Creates on-line schedules of physicians willing to participate, on-line list of physician addresses and phone numbers, and Clinical Rotation Schedule by Category. After students are scheduled by the Clinical Faculty, send letters with student(s) names to physicians, along with contracts and information sheets for the physician to sign and return. Make schedules for Clinical Faculty and Posting for students. Keep track of returns and follow up on those not returned.

16. After Receipt of information from Physicians, send letters to Hospitals and Nursing Facilities that the physician is associated with advising of the students who may be at their facility with the Physician and the timeframe.

17. Verify physicians, physician addresses, and rotation sites on Typhon and make necessary changes as per Clinical Director.

18. Keep track of both new and existing Affiliation Agreements for rotations, update in Sharepoint and file in books accordingly.

19. Complete all inquiries for Malpractice Insurance for graduate PAs. Send to Insurance Company and return to person inquiring after received.

20. Work with the Program Director, Print shop, and Admissions on yearly (or necessary) updates to the graduate and undergraduate booklets of information for the Program.

21. Update card files and on-line lists with class information. Update files with changes to addresses, phone numbers, etc. as received.

22. Process inquiries for verification of degree for graduates. Mails/ faxes references/recommendations from faculty accordingly and maintains file copies.

23. Work with students in regards to viewing their tests when two proctors are required.

24. Proctor Writing Sample on Interview days for both graduate and undergraduate students. Proctor class tests for faculty as assigned. Proctor writing of Soap Notes by students (OSCE’s) when two proctors are required.

25. Compile and complete ARC-PA Portal information with the Program Director and place on-line and update yearly/or as needed.

26. Update yearly PAEA annual summary data, and enters the data for Program Director’s review.

27. Attend department meetings for problem solving, and planning.

28. Pursue in-house and off-site training to further enhance computer knowledge.

29. Perform other duties as assigned.

FT Sec 5.08

INTERESTED APPLICANTS SHOULD COMPLETE A RESUME AND COVER LETTER AND EMAIL IT TO hrjobs@kings.edu.