MSPA Program Coordinator

JOB TITLE: MSPA Program Coordinator

DEPARTMENT: Master of Science: Physician Assistant (MSPA) Program

REPORTS TO: MSPA Program Director

GENERAL PURPOSE OF THE JOB:

Support is provided to the Program Director, Faculty, Students, and Alumni.

ADMINISTRATIVE & ASSESSMENT RESPONSIBILITIES:

• Collaborate with the Program Director.
• Manage the calendar of the Program Director
• Coordinate meetings between the Program Director, faculty, students, University personnel, vendors, etc.
• Complete official documentation including placing Program Director’s signature and forwarding appropriately.
• Assist the Program Director with preparation of program reports or documents such as course schedules, book lists, handbooks, etc.
• Orchestrate the weekly MSPA team meetings This includes the following:
• Creation of Zoom links.
• Creation of agenda.
• Composition of meeting minutes.
• Collaborate with Faculty for the following:
• Assists faculty with conference and travel arrangements i.e. PAEA Forum, ARC- PA, CME Resources.
• Assists the Director PA Admissions with the coordination of application review, interview process, scoring, etc.
• Assist the Accreditation Steering Committee with accreditation efforts. This may include organizing meetings, taking minutes, creating documents.
• Assist faculty with IT issues and coordinate resolution.
• - Coordinate faculty renewals and reimbursement. This includes licensure, NCCPA PANRE, DEA, etc.
• Collaborate with the University for the following:
• Collaborate with the President, Provost, Assistant Provosts, and other programs.
• Organize meetings and webinars. This may include generating Zoom links, agendas, access, calendar invites, etc.
• Participate in the planning and coordination of university events including graduation, white coat ceremony, townhall meetings.
• Manage programmatic documents, supplies, and databases.
• Maintain confidential records and files.
• Assessment
• Manage survey databases.
• Assist with the generation of surveys.
• Deploy surveys per the data collection timeline.
• Assist with the organization of data.
• Records and manages meeting minutes for the weekly team meeting, Accreditation Steering Committee meetings, Advisory Board meetings, and any other meetings deemed necessary to do so.
• Orders all supplies for the Physician Assistant program.
• Tracks all orders.
• Organizes dissemination of items.
• Monitors for accuracy and update portions of the academic catalog, website, faculty/staff email lists, and other publications.
• Manages, updates, and provides instruction with certain databases such as CASPA, NCCPA, ARC-PA, Canvas, J1, Teams, MySCU, ExamSoft, Electronic Student Academic Records.
• Manages CAPA memberships for all faculty.
• Assist with the organization of the accreditation application.
• Participate in all accreditation related functions such as site visits.
• Fiscal responsibilities
• Assist the Program Director in organizing the budget.
• Maintain records of invoices, receipts, and transactions.
• Submit for appropriate reimbursement i.e. ASB funds, Concur, etc.
• Mange the SCU Credit card account including receipts and payment.
• Prepares Purchasing orders, check requests, correspondence and MOUs for the Physician Assistant Program.

• Member of the Student Progress Committee
• Attend weekly meetings
• Provide an administrative perspective for students who are referred for either academic of professional reasons.
• Document and organize meeting minutes
• Member of the MSPA Social Committee
• Attend meetings as scheduled.
• Assist with the planning of events for faculty, staff, and students including team forums, PA week, New-Student Orientation, Graduate Luncheon, White Coat Ceremony, etc.
• - - This may require coordinating dates, times, making reservations, assisting with set-up, breakdown, etc.
• Member of the DEI Committee.
• Attend meetings as scheduled.
• Assist with the coordination and planning of DEI events.
• Proctor didactic exams as needed.
• Proctor clinical exams as needed.
• Assist with OSCEs.
• This may include set-up, break down, coordinating the students, standardized patients, proctors, etc.
• Participate in Campus Preview Day promoting the MSPA program and the program’s admissions process.
• Assists the Admissions and Clinical teams that all incoming students have
• Oversee didactic and clinical tutors. This may include:
• Assist with onboarding of new tutors to the program’s processes.
• Receive student referrals from faculty for tutorial support.
• Coordinate student assignment to tutors based on tutor’s ability to take on additional students.
• Ensure proper documentation of tutoring sessions in the electronic Academic Student Record system.
• Communicate with students, faculty, tutors, and University personnel regarding tutorial support.
• Communicate with students regarding any tutoring needs, issues, etc.
• Orchestrate meetings with the tutors for check-ins and evaluations.
• Coordinate with the Associate Program Directors regarding referrals, student progress, etc.
• Facilitates communication between students and faculty as needed.
• Assist with the evaluation and assessment of the efficacy of the tutorial support program.
• Compose, deploy, and review surveys at the end of each term regarding the tutors in collaboration with the Associate Program Directors and Associate Director of Continuous Improvement.
• Assist with orchestrating community service events throughout the academic year.
• Serve as a point of contact for students desiring support including mental health, counseling, testing accommodations, financial support, etc.
• Assist with connecting the student to the appropriate resource such as All One Health, SSO, and financial aid.

Attendance

Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

Onsite This position requires weekly onsite support and/or attendance.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE:

• Prior coordinator experience in PA or medical education preferred
• Other skills required:
• Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customer, and the general public.
• Ability to prioritize work, perform well under pressure and maintain productivity despite consistent interruptions.

COMPUTER SKILLS:

• MS Office 365, MS Teams, and SIS System

OTHER SKILLS AND ABILITIES/ QUALIFICATIONS:

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Change Management - Develops workable; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Demonstrates attention to detail.
• Managing People - Improves processes
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms.
• The employee is occasionally required to stand, walk, sit, climb, balance, stoop, kneel, crouch, or crawl, and taste or smell.
• The employee must frequently lift and /or move more than 10 pounds, occasionally lift and/or move up to 100 pounds

Expectations of SCU Employees

This is in harmony with principles found in The Advantage, by Patrick Lencioni.

SCU Core Values:

1. Integrative Health: We teach, learn, collaborate, and lead by creating an open environment for multiple disciplines and professionals to bring their shared and unique skills together for the benefit of patients and students.
2. Evidence-based Practice: We value a culture of inquiry, assessment, research, scholarship, and judicious use of current best evidence to inform our decisions and work.
3. Health Equity: We value people equally. We strive to educate graduates that are prepared to improve individual and community health.
4. Inclusivity: We welcome everyone regardless of age, race, ethnicity, class, religion, gender, gender expression, sexual orientation, disability, or any other similar or protected status. We believe inclusivity leads to more diversity in our reasoning, better representativeness in our conclusions, more ingenuity in our problem solving, and greater equity in our care