What are the responsibilities and job description for the Physician Associate Operations Associate position at Alvernia University?
Job Summary: The Physician Associate Program Operations Associate provides advanced administrative and operational support to the Physician Associate (PA) Program. Working closely with the Program Director, Associate Directors, and Physician Associate Program Operations Coordinator, this position supports the day-to-day functions of the program, with a focus on organization, data management, and coordination of key activities.
This role extends beyond traditional administrative support by contributing to program operations, maintaining systems, and assisting with accreditation-related processes, while primarily serving in a supportive capacity to program leadership and the PA Program Operations Coordinator.
Essential Functions:
- Promote Franciscan ideals and adherence to the Mission of the University, demonstrating service orientation, respect for all, intellectual curiosity, innovation, and mutual accountability.
- Provide advanced administrative and operational support for the Physician Associate Program.
- Work closely with the Program Director, Associate Directors, and Operations Coordinator to support program operations across didactic and clinical phases.
- Support the Physician Associate Program Operations Coordinator in the implementation and coordination of clinical and programmatic processes.
- Assist with maintaining program databases and systems, including learning management systems, clinical education platforms, and student information systems (e.g., PowerCampus, Core ELMS, Canvas).
- Support the accurate, timely, and complete management of all clinical education (SCPE) and instructional faculty documentation within designated program tracking systems and databases.
- Maintain ongoing responsibility for data entry, routine verification, and systematic reconciliation of all SCPE and instructional faculty records to ensure accuracy, completeness, and compliance with institutional and accreditation standards, including ARC-PA requirements, as well as support tracking, basic reporting, and maintenance of data related to student progression, clinical experiences, and program outcomes.
- Assist in maintaining accurate and confidential student and faculty records in compliance with FERPA and ARC-PA standards.
- Provide support for accreditation-related activities, including organization of documents, data collection, and preparation of materials for self-study and site visits.
- Triage inquiries and requests received via phone and e-mail from students, faculty, staff, and external partners, and route appropriately.
- Compose correspondence; schedule appointments; and organize meetings on a routine and as-needed basis.
- Support coordination of department events, including orientations, open houses, continuing education activities, and community engagement events.
- Manage purchasing processes, including PN3, purchase requisitions, and work orders.
- Maintain office organization, supplies, and equipment to support program needs.
- Assist in maintaining communication databases and distribution lists.
Additional Responsibilities
- Coordinate facility and space needs with University Conference Services.
- Provide logistical and organizational support for program initiatives and special projects.
- Assist in monitoring student compliance requirements and documentation as directed.
- Offer support to faculty and leadership for ongoing program needs.
- Occasional flexibility in hours as needed.
Supervision
Received: Physician Associate Program Director
Collaborates Closely With: Associate Directors, Operations Coordinator, Faculty
Given: N/A
Minimum Qualifications:
- Bachelor’s degree preferred (or equivalent combination of education and experience).
- 2–4 years of professional experience in administrative, program support, or operations roles, preferably in higher education or healthcare.
- Advanced skills in Microsoft Office applications; familiarity with databases and reporting systems preferred.
- Ability to learn and effectively utilize new technologies and systems.
- Strong organizational, problem-solving, and multitasking skills.
- Excellent written and verbal communication skills.
- Professional judgment and discretion in handling confidential information.
- Strong interpersonal skills and ability to work collaboratively in a team environment.
- High attention to detail and ability to manage multiple priorities with accuracy.
Physical Requirements:
- Physical Attendance
- Prolonged periods of sitting/standing at desk and working at computer
- Lifting up to 15 pounds
Employee Benefits:
Join a team that values your well-being! We offer a comprehensive benefits package designed to support you and your family:
- Robust Health Coverage: Choose from three offered medical plans, plus dental and vision.
- Financial Security: Enjoy University-paid life/AD&D insurance and long-term disability, with options for short-term disability and supplemental coverage for you and your family (including accident, critical illness, and hospital indemnity plans). Flexible spending accounts are also available.
- Exceptional Retirement: Start saving immediately with our 403(b) Retirement Plan. You'll get 100% immediate vesting, a University gift contribution, and a generous match up to 5% of your deferrals.
- Time Off & Flexibility: Take advantage of 18 paid holidays each year and the possibility of flexible or hybrid work options for many roles.
- Invest in Your Future: Enjoy tuition remission benefits for yourself and your dependents.
- On-Campus Wellness: Benefit-eligible employees on our main campus receive free access to our Medical & Counseling Center.
- Employee Meal Plan: This plan provides convenient, flexible dining options on campus at a reduced cost.