Administrative Coordinator- IL-Physician Assistant Program, College of Health Sciences

Position Summary

The Administrative Coordinator provides professional, efficient, and high-quality administrative support to the Physician Assistant (PA) Program. This role is also responsible for the coordination and organization of the PA Program’s Clinical Skills Laboratory. The Administrative Coordinator works closely with program leadership, faculty, students, and external partners and reports directly to the Program Director.

Essential Duties and Responsibilities

Administrative Responsibilities

• Serve as the primary point of contact for students by greeting and assisting them in the program office.
• Answer, screen, and respond to program phone calls and general inquiries.
• Order, organize, and maintain program office supplies.
• Coordinate and assist with contracts for adjunct faculty in collaboration with program faculty.
• Schedule and coordinate adjunct faculty lectures conducted on campus.
• Coordinate all visitor requests related to the PA Program.
• Organize and support educational and admissions committee meetings.
• Coordinate the PA Program admissions interview process.
• Maintain accurate and confidential student and preceptor records and files.
• Assist in updating the Clinical Handbook on an annual basis.
• Maintain and update accreditation-related tables and documentation.
• Maintain and organize clinical rotation paperwork and related documentation.
• Assist with coordination of program events including orientation, completion ceremony, white coat ceremony, and graduation.
• Assist with accreditation-related projects, including uploading syllabi and documentation to accreditation portals.
• Support processing of adjunct faculty preceptor payments and program-related invoices.
• Assist in student subsidized housing arrangements.
• Conduct monthly verification of preceptor licensure and board certification status.
• Other duties as assigned.

Clinical Skills Laboratory Responsibilities

• Responsible for the overall coordination, operation, and continuous improvement of the clinical skills laboratory.
• Assist with daily operations of the space, including schedules, labs, classes, and assessments, and ensure the lab is well maintained.
• Ensure compliance and coordinate with Campus Facilities and others to ensure the space is properly maintained.
• Conduct and maintain inventory for the PA Program Clinical Skills Laboratory.
• Collaborate with faculty to identify laboratory supplies and equipment needs for teaching, clinical skills practice, testing, and simulation activities.
• Coordinate the ordering, receiving, storage, and distribution of clinical supplies utilized in skills labs, testing, and simulations.
• Maintain accurate inventory of consumable supplies, equipment, and instructional materials; perform routine and end-of-term inventories.
• Monitor supply usage trends to ensure appropriate stock levels aligned with program enrollment and course scheduling.
• Assist in developing the lab budget.
• Ensure proper storage, calibration, and oversee the lifecycle of equipment and supplies, and maintain the overall orderliness of the lab.

Qualifications

High school diploma or GED with 5–7 years of administrative support experience required. A bachelor’s degree or equivalent experience is strongly preferred. Experience in an academic, healthcare, or customer service-oriented environment is desirable. Excellent written and verbal communication skills. Strong organizational skills with exceptional attention to detail. Ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to work independently while also collaborating effectively in a team-oriented and service-focused environment.