Job Information
University of Southern Mississippi Administrative Coordinator in Long Beach, Mississippi
Administrative Coordinator
The University of Southern Mississippi is currently accepting applications for the position of Administrative Coordinator.
Position Details
Location Gulf Park
730 East Beach Boulevard
Long Beach, Mississippi, 39560
United States
Division Physicians Assistant Program
Position Type Staff
Employment Status Full Time
Grant Funded No
Pay Grade
N06
Posting Close Date Open Until Filled
Special Instructions to Applicants
Applicants should include:
Cover letter summarizing academic preparation and professional experience with job-related duties
Resume
List of three (3) academic and/or professional references (no letters required)
To ensure full consideration, complete application materials should be submitted by August 1st, 2024.
Please contact Mr. Chris Tuey at chris.tuey@usm.edu with any questions.
Job Summary
The Physician Assistant (PA) Program Administrative Coordinator is the primary administrative staff position for the program and is responsible for the coordination and management of PA Program operations. This includes serving as the mainline of communication for the program, carry out general administrative task that support day to day program activities, provide administrative student support, and working closely with the Program Director to manage accreditation requirements. The AC works closely with and supports the Program Coordinator (Director) and assists in the development and maintenance of an administrative calendar, accreditation data gathering, and interfaces with the other University departments.
Primary Duties and Responsibilities
Administrative functions:
Provide primary administrative support for the Physician Assistant program
Manage agendas and materials, and record and produce minutes, for designated meetings. Maintains documentation for program meetings, faculty retreats, and other faculty committee meetings.
Manages subscriptions for program software and services.
In consultation with the Program Director, establish and enforce standards, policies, and procedures for the purpose of ensuring that electronic and paper files and records are accurate, complete, maintain confidentiality, and compliant with all applicable requirements.
In consultation with the Program Director, edit and maintain the PA Program handbooks.
Assist with processing faculty requests related to departmental-related expenses.
Data Management functions:
Manage program data, including program assessment, applicant, matriculant, and graduate data. This includes frequent communication with accreditation bodies to provide reportable information.
Support and assist PA program director with data collection, preparation and completion of annual reports and other reports as assigned.
Scheduling functions:
Creates, maintains and tracks the yearly administrative calendar.
Process purchase requests, order office/lab supplies, services performed, etc.
Manage the Standardized Patient (SP) Database and assist faculty in scheduling SP experiences.
Work with principal faculty to develop the academic year course schedule.
Manage calendar for student cohorts and the program.
Program Events functions:
Manage, schedule and project annual cost for all program-related special events including student orientation, open houses, advisory board meetings, faculty/staff workshops, and special programming.
Manage planning of graduation ceremonies
Plan and coordinate visits by distinguished guests. Ensure appropriate officials, administrators and others are notified of visits.
Budget and manage program meetings, faculty retreats, and faculty committee meetings.
Accreditation-Related functions:
Assist with all aspects of the accreditation process, including but not limited to, scheduling visits, preparing materials, editing reports, maintaining records, and responding to inquiries.
Assist curricular and co-curricular areas in continuous improvement related to accreditation.
Develop executive summary reports, trackers and checklists, and other reporting formats as assigned.
Maintain the confidentiality and security of all institutional and system data and information.
Assists the Program Director and principal faculty with activities in support of ongoing programmatic assessment and accreditation.
Communications functions:
Facilitates communication between program faculty, staff, departments throughout campus, and external partners as needed.
Performs other duties as required.
Minimum Qualifications
Bachelor’s Degree in Business Administration, Education, or related field or higher. Two years of experience managing the administrative duties of an academic department, clinical department or other academic or healthcare related organization.
Knowledge, Skills & Abilities
Proficiency in Microsoft Office products necessary
Individual should be detail oriented and have demonstrated organizational skills and ability to work under pressure.
Individual must be able to communicate effectively and in a professional manner.
Demonstrated ability to plan and organize projects.
Ability to read and comprehend regulations, procedures, and policies and apply them to specific situations.
Ability to effectively navigate shifting priorities, demands and timelines.
Preferred Qualifications
Preference given to candidates with prior experience in an educational organization.
Preference given to candidates with experience in project management or academic accreditation.
Experience utilizing Canvas Learning Management System.
Knowledge of principles and practices of academic program planning, development, and evaluation.
Develop databases and spreadsheets with contemporary software applications and programs.
Experience planning and facilitating special events.
Experience with specialized program accreditation: Accreditation Review Commission on Education for the Physician Assistant (ARC-PA).
Ability to work evenings, weekends, and holidays when needed.
Report to work obligations to support the department and may require work during winter and spring break, and weekends if necessary for student educational activities.
The candidate must support the mission of the college and exemplify that mission in interactions with students, faculty, staff, and community members.
About The University of Southern Mississippi
Since our founding in 1910, The University of Southern Mississippi has remained dedicated to preparing students for success. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.
Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We’re developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.
As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.
