Collaborate with administration and faculty in efficiently
scheduling and administering first- and second-year testing days,
including second-year call-back day assessments.
Maintain and update the PAS Program’s electronics and software
that students utilize on testing days.
Checks in daily with the Director of Academic Education and
Assessment to ensure efficient staff support for the PAS
program.
Maintain student files, office files, forms, syllabi,
department events files, and archive department files.
Provide PeopleSoft, Canvas, 25Live, PeopleAdmin, Concur, and
Course Catalog support.
Maintain Google Calendar each trimester to ensure the accuracy
of the academic calendar for administration, faculty, and
students.
Work collaboratively with the Chair in reviewing, editing, and
processing catalog changes.
Launch PAS Program graduate exit surveys and collate and
analyze the survey data for presentation to faculty and evaluation
of program outcomes.
Coordinate the faculty evaluation process to ensure evaluations
are submitted in a timely manner.
Support the hiring and onboarding of Standardized Patients
through PeopleAdmin and/or ERCRs in collaboration with Human
Resources.
Review, verify, and approve Standardized Patient hourly
timesheets, and report any discrepancies or payroll-related issues
to the Payroll Department for resolution.
Assessment Support
- Collaborate with the Chair and Director of Academic Education
in the general oversight for Assessment.
- Collaboratively serve program assessment efforts, including
assessment software management.
- Work collaboratively with Director of Academic Education &
Assessment in the scheduling, coordination and execution of first
year physical exam skills tests (PESTs) and first-second year
objective structured clinical exams (OSCEs).
- Collaborate with faculty in the update and maintenance of PEST
and OSCE materials.
- Partner with Director of Academic Education & Assessment as
a point of contact for standardized patients (SPs) who participate
in PESTs and OSCEs. Refer SPs to appropriate university offices as
needed.
Accreditation, Data Collection and Analysis
- Collaborate with the Chair and Director of Academic Education
in the general oversight for Accreditation.
- Collaboratively serve program accreditation efforts, including
report development, and accreditation software management.
- Works with the Chair, Director of Academic Education and
faculty in the timely collection and collation of assessment and
accreditation data.
- Serve program committees in collating, analyzing data for
assessment, accreditation reports and program effectiveness.
- Collect and analyze data required for the annual accreditation
reports to ARC -PA and the annual assessment ( ALOAR ) report to
the University’s Assessment Committee.
- Serve the Program Director, Director of Academic Education and
Assessment, faculty, and the Assessment Committee in the timely
collection and collation of assessment and accreditation data.
- Serve the Students’ Success, Curriculum, and Assessment
Committees in collating, analyzing, and triangulating data for
assessment, accreditation reports and program effectiveness.
- Analyze and collaborate with the Chair on the creation of
documents that are required for submission to the ARC -PA for
ongoing and continuing accreditation of the program. This includes
technology set up for meetings, making edits to ARC -PA
accreditation documents, ensuring the PA Program’s success in
maintaining ongoing accreditation.
- Ensure any other accreditation needs as requested by the
Program Director are met.
Faculty Contracts & Course Scheduling
- Work collaboratively with Department Chair and Director of
Academic Education in development of class schedule, input and
maintain class schedules and edit catalog copy.
- Work collaboratively with Director of Clinical Education and
Registrar’s Office to register students for clinical
rotations.
- Serve as liaison to the Registrar’s Office in troubleshooting
class schedule in Campus Solution to resolve any errors.
- Develop block schedule to register PAS students for each
trimester and work with the Registrar’s Office to register students
in each course.
- Work collaboratively with the Registrar’s Office in resolving
student registration.
- Work collaboratively with Director of Academic Education in
hiring new part-time lecturers. Gather new hire paperwork, add new
hire to Campus Solutions, request background check with HR and
complete subsequent hiring processes and procedures.
- Execute and maintain part-time lecturer contracts.
- Execute and maintain full-time faculty overload contracts.
- Work collaboratively with Program Director and Director of
Academic Education to ensure faculty have met their annual teaching
load and track part-time lecturer credits to ensure lecturers do
not exceed the number of credits allowed to teach per academic
year.
- Maintain onboarding policies and procedures for new full-time
and part-time lecturers. Coordinate part-time lecturer
orientation/meeting per trimester.
- Initiate leave of absence and/or withdraw paperwork for
students to submit to the Registrar’s Office.
- Maintain student handbook revisions with assistance from the
Policy & Procedure Committee.
- Assist faculty with my.chapman.edu, Canvas access, and grade
rosters.
- Enter textbook adoptions and keep required textbook information
current. Run textbook queries to ensure all courses have assigned
adoptions.
Student Advising & Engagement
- Liaise with new students from admittance to student
registration.
- Advise PAS graduate students regarding program information,
course scheduling, accommodations, graduation requirements, degree
conferral, education verification forms, and Physician Assistant
state licensing requirements.
- Work collaboratively with the Registrar on PAS graduate
students’ graduation requirements and degree conferrals.
- Review and evaluate student transcripts and approve/sign
certification forms on behalf of Chapman for graduates applying for
certification to the National Commission on Certification of
Physician Assistants ( NCCPA ).
- Review and approve/sign external education or degree
verification forms.
Course Development
- Collaborate with the Department Chair and Director of Academic
Education in curriculum development.
- Apply expert knowledge in the history of the curriculum to
determine opportunities for revision of the program framework.
- Execute approved changes to the curriculum through the
university catalog system.
- Update course content changes and disseminate them to the
faculty and relevant stakeholders of the department.
Required Qualifications
- Bachelor’s degree or equivalent education or experience related
to the duties and responsibilities.
- A minimum of four to five years related experience in providing
administrative support to professional staff.
- Strong oral communication skills. Professional telephone and
email etiquette.
- Writing skills to prepare clear and concise, grammatically
correct business correspondence, strong editing, and proofreading
skills.
- Ability to use tact and diplomacy to maintain a high level of
confidentiality.
- Ability to work effectively as part of a team and collegially
with staff, faculty, and administration.
- Ability to use word processing, internet, and electronic mail
software, including Microsoft Office Suite.
- Ability to prioritize work duties when faced with
interruptions, distractions, and fluctuating workload.
- Ability to exercise good judgment and accomplish tasks in a
timely manner.
- Strong organizational skills with the ability to prioritize
multiple projects and maintain composure, and good attitude when
multi-tasking.
- Strong commitment to service.
- Demonstrated interpersonal skills with diverse groups of
individuals at all organizational levels, both inside and outside
of the university.
Desired Qualifications
- Strong technical skills to learn and use enterprise systems
needed to track budgets, maintain class schedules, and process
contracts, including but not limited to PeopleSoft, Canvas, 25Live,
PeopleAdmin, and MyWindow portal.
- Working knowledge of university policies and procedures that
pertain to the duties of the position.
- Ability to schedule and coordinate logistics for meetings and
events, including coordinating catering, room reservations, and
set-up.
Special Instructions to Applicants
At Chapman University, we believe collaboration thrives through
in-person engagement. This position is fully on campus, and
employees work alongside colleagues, faculty, students, and staff
each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides
equal employment opportunities to all individuals, regardless of
their protected characteristics. All qualified applicants and
employees are encouraged to apply and will receive consideration
for employment without regard to race, color, religion, age, sex,
sexual orientation, gender identity, gender expression, national
origin, ancestry, citizenship status, physical disability, mental
disability, medical condition, military and veteran status, marital
status, pregnancy, genetic information or any other characteristic
protected by state or federal law.
Applicants for Staff and Administrator positions must be currently
authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion
and outcomes of a criminal background screening and returning to
the Office of Human Resources a signed original acceptance of the
Chapman University Agreement to Arbitrate.
Minimum Number of References
2
Maximum Number of References
3
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
- Resume
- Cover Letter
Optional Documents
- Letter of Recommendation 1
- Other Document
