CCPA - Administrative Assistant (CA)
Description
The Didactic Administrative Assistant provides comprehensive support for the Didactic year of the Central Coast Physician Assistant (CCPA) Program by managing the logistics of assessments, overseeing faculty/student logistics, and executing the didactic year White Coat Ceremony.
Position Responsibilities:
1. Assessment & Lab Operations:
- OSCE & Virtual Assessment Management: Manage station timing, student schedules, and evaluation rubrics for Objective Structured Clinical Examinations. Manage the digital technology for telehealth OSCEs and remote grading sessions, including handling digital breakout rooms and troubleshooting connection issues for remote faculty.
- Standardized Patients (SPs): Recruit, onboard, and schedule SPs.
- Lab Scheduling Management: Act as the primary lab scheduling manager. Track and manage faculty personnel needs from Course Directors a minimum of one month prior to each academic term.
- Lab Setup, Teardown, & Logistics: Oversee inventory for medical consumables (sutures, gloves, diagnostic tools). Serve as the primary Lab Setup and Clean-up Manager, handling all physical setup, teardown, and required photocopying for all labs and skills assessments according to specific inventory protocols.
- Student Lab Logistics: Manage randomized student pairings, small groups, or lab cohorts throughout the academic year based on faculty specifications.
- Remediation & Accommodations: Coordinate specialized scheduling, room booking, and proctoring for students requiring retakes or disability accommodations.
2. Didactic Year Administration
- Exam Proctoring: Supervise high-stakes assessments, enforce "clean desk" policies, and manage technical troubleshooting for digital testing.
- Academic Liaison & First-Line Communication: Act as a strategic gatekeeper for faculty.
- Attendance & Professionalism: Review and process student absence requests; maintain the master "day-off" tally and track professionalism infractions across the cohort.
- IPE Coordination: Serve as the liaison for Interprofessional Education (IPE), syncing calendars with Nursing and MD programs for joint learning events.
3. Faculty & Program Operations
- Guest Lecture and Adjunct Management: Manage the administrative onboarding process for adjuncts and guest lecturers, including W9s, contract renewals, and maintaining updated CVs/licenses.
- Proactive Adjunct Scheduling: Maintain a rolling, 3-month forward-facing Master Adjunct Calendar.
- Financial Administration: Process check requests for adjunct faculty and guest lecturers. Manage purchasing requisitions for all didactic year lab and skills supplies.
- Recruitment: Organize faculty/staff interview days, including itinerary creation and related paperwork.
- Communications: Record and distribute minutes for assigned committees; distribute "Week Ahead" summaries to students regarding schedule shifts or deadlines.
4. Major Program Events
- White Coat Ceremony: Manage the speaker scripts, white coat fittings/ordering, seating charts, and coordination for the annual White Coat Ceremony.
- External Relations: Support Open House events and other programmatic outreach initiatives.
5. General Operations & Faculty Support
- Communications: Serve as the primary point of contact for the program, leadership, faculty, and visitors.
- Administrative Support: Provide direct clerical assistance to the Director of Clinical Education (DCE), the Program Director, and Clinical Coordinators.
- Meetings & Records: Schedule committee meetings, produce accurate minutes, and maintain organized data files in alignment with FERPA guidelines.
- Program Initiatives: Support major program events, proctor assessments, and assist with special projects as assigned.
Requirements
Required Skills & Qualifications:
- Technical Proficiency: Advanced knowledge of Microsoft Office products and familiarity with digital meeting platforms (e.g., Zoom/Teams breakout rooms and troubleshooting).
- Compliance Knowledge: Understanding of FERPA and confidentiality guidelines.
- Detail Orientation: Ability to audit documents, manage detailed inventory lists, and maintain data integrity across multiple platforms.
- Communication: Strong verbal and written communication skills, with the ability to assertively coordinate schedules via phone and email.
- Education Requirement: High school diploma.
- Experience Requirement: 3-5 years experience in an administrative role.
The campus is moving from Santa Maria to San Luis Obispo, CA, in late September 2026. The successful candidate must be able to commute to the Santa Maria campus for the first few weeks of employment until the relocation.
ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.
A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.
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