Program Administrative Manager for the Physician Assistant Studies Program

compassionate, highly skilled physician assistants.

The Administrative Manager functions as the central hub of the program - coordinating across academic, clinical, and administrative teams; managing the program's financial operations; leading program events from admissions through graduation; supporting accreditation compliance; and building lasting relationships with students, alumni, preceptors, and the broader university community. This position requires exceptional organizational ability, sound professional judgment, a collaborative spirit, and a deep commitment to the success of both the program and its students.

This in an in-person / on campus position with the potential to transition to a hybrid schedule (approximately 20% remote) after 3 months successful performance. Work location will be reviewed regularly as part of the yearly evaluation process.

Qualifications

Essential Duties and Responsibilities:

Program Director Support & Accreditation Compliance

1. Meet weekly/bi-weekly with the Program Director to review projects, budget, events, and priorities.
2. Support all ARC-PA accreditation activities as directed by the Program Director, including the organization of materials and reports, preparation for site visit(s), and maintenance of digital files.
3. Draft and finalize program communications on behalf of the Program Director: recommendation letters, good standing letters, graduation attestations, CA State PAB forms, and official correspondence.
4. Assist with annual development and maintenance of MSPAS Student, Clinical, and Preceptor Handbooks; update all program forms and documents.
5. Maintain and organize all program digital files, including student, faculty, committee, syllabi, budget, and agreement files; ensure ARC-PA compliance.
6. Attend monthly MSPAS Program meetings; prepare agendas, take and distribute minutes, and archive finalized minutes per accreditation requirements. Assist with other meetings as needed.
7. Serve as liaison to campus offices: Admissions, Registrar, Academic Affairs, Student Services, Financial Aid, Marketing, Facilities, Events Management, and IT.

Event Planning, Scheduling & Calendar Management

1. Manage all MSPAS calendars including cohort student calendars, faculty/staff out-of-office, and student worker calendar; maintain cohort planners with the Director of Curriculum and Assessment.
2. At the start of each academic year, map the full schedule with the Program Director including the reservation of rooms for classes, exams, meetings, and events.
3. Plan and execute MSPAS Interview Days: prepare interview materials, develop interview groups, manage logistics and catering, host the events, and support maintenance of applicant databases as needed.
4. Plan and execute New Student Orientation: develop agenda with Program Director, invite speakers, coordinate headshots, and manage equipment ordering and distribution.
5. Plan and execute the White Coat Ceremony: coordinate venues, hire photographer and AV services, produce the program, distribute save-the-dates, and recruit and train student volunteers.
6. Plan and execute Faculty/Staff Retreats with the Program Director, including venue reservations, catering, and agenda development. Take accurate minutes at the retreat for accreditation purposes.
7. Support the End of Program celebration and University graduation ceremony, including student and faculty coordination and reception logistics.

Budget & Financial Management

1. Review monthly budget with Program Director; maintain budget sheets, support maintenance of Baselines as needed, and the MSPAS Expense Tracker.
2. Manage program purchases including tracking program spending, completing monthly reconciliations via university systems, and maintaining reconciliation records.
3. Submit all payment requests, per university and program policy, including invoices, independent contractor payments, guest speaker and preceptor honorariums.
4. Draft and submit non-contract adjunct payroll authorization letters; collect timesheets and submit Check Requests and Non-Contract Payroll Requests.
5. Monitor and replenish office and event supplies; order equipment as needed.

Student & Cohort Support

1. Attend Admissions Committee meetings on request. Refer prospective applicants to Graduate Admissions.
2. Respond to general program inquiries from admitted and current students regarding registration, financial aid, scheduling, textbooks, and university services.
3. Manage incoming cohort onboarding including regularly scheduled communications, shared drive access and content, registration coordination, and medical equipment and white coat orders. Register incoming students for AAPA and CAPA memberships.
4. Develop and maintain cohort rosters and photo composite.
5. Oversee and manage the hiring, training, onboarding, and management of MSPAS student workers. Coordinate with MSPAS Faculty and Staff on their appropriate deployment.

Communications, Marketing & External Relations

1. Maintain and execute the strategic communications plan covering all program audiences: MSPAS Program, admissions, student onboarding, current students, and alumni.
2. Maintain and update cohort and alumni databases as needed.
3. Produce and distribute regular MSPAS Program newsletters (typically twice yearly: Fall/Winter and Spring/Summer). Manage students in developing and editing newsletter content.
4. Communicate MSPAS news to the Marketing department for inclusion in University posts. Update the MSPAS program brochure annually as needed.
5. Work with the Program Director to maintain the external MSPAS program website; review content regularly, submit update requests to Marketing, and ensure accuracy.
6. Manage the MSPAS Alumni social media platform; post job opportunities and maintain an active program presence.
7. Collaborate with MSPAS program leaders and Marketing to produce program videos: coordinate speakers, develop key messaging.
8. Create and maintain the MSPAS Program internal student-facing Google site.

Required Qualifications:

• Bachelor's degree, three to five years related experience, or equivalent combination of education and experience
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite, Google software suite, and/or relevant software
• Commitment to excellence and high standards
• Ability to use discretion and maintain confidentiality
• Ability to work independently and solve problems with limited supervision on deadline
• Strong interpersonal skills and professional demeanor
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Good judgment with the ability to make timely and sound decisions
• Acute attention to detail
• Demonstrated ability to plan and organize projects
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
• Ability to meet high demands with pressing deadlines with a calm and professional attitude

Preferred Qualifications:

• Experience supervising others
• Experience working with volunteers
• Experience planning and facilitating special events
• Knowledge and/or work experience in a graduate educational program
• Knowledge and/or work experience in a health care profession

Additional Position Information:

• Open until filled
• Must be willing to consent to a background check