Shenandoah University’s Division of Physician Assistant Studies is accepting applications for a Program Coordinator. This is a full-time benefited position located at our Health Professions Building in Winchester, Virginia.
The PA Program Coordinator – MSPAS (Winchester Campus) serves as a central administrative and organizational resource for the Physician Assistant program. This position ensures smooth daily operations, supports faculty and students, coordinates program logistics, and maintains compliance with university and accreditation standards. The PA Program Coordinator also oversees alumni relations, proctors exams, and participates in PA program and school of health professions committees and activities. Occasional travel to other PA program campuses/locations may be required.
Core Administrative and Office Management:
- Supervise day-to-day administrative operations of the PA Division office.
- Provide front-office coverage for the Division, including greeting visitors, answering phones, and routing inquiries.
- Serve as the primary point of contact for internal and external stakeholders (faculty, staff, students, alumni, and main campus offices).
- Process all financial documentation, including purchase requisitions, expense forms, travel reimbursements, and invoices.
- Manage departmental equipment, and order office and lab supplies.
- Facilitate cooperation and coordination among division staff, manage work-study students, and provide general administrative support to the Program Director and faculty.
Academic ****Records ****and ****Compliance:
- Maintain, organize, and archive all faculty and student records (contracts, credentials, grades, and evaluations) in compliance with university policy.
- Maintain and update databases for teaching assignments (syllabi, gradebooks, evaluation results) and student assignments/exams.
- Maintain and update division procedure manuals and program-specific documents.
- Complete and submit contract forms for honorarium and part-time faculty; act as a liaison to Human Resources for adjunct contract development.
- Communicate with the Registrar’s office regarding the graduate catalog, semester class schedules, add/drop forms, graduation processes, and student registration assistance.
Scheduling, Logistics, and Exam Coordination:
- Manage calendars for all student cohorts and faculty within the Division.
- Schedule courses, classroom assignments, faculty meetings, and other program events.
- Coordinate exam logistics, including scheduling, proctoring examinations (as assigned), and maintaining the security and confidentiality of testing materials while ensuring adherence to testing policies and academic integrity standards.
- Manage the standardized patient (SP) database and assist faculty in scheduling SP experiences and clinical education.
- Coordinate logistics for program events, including admissions events, graduation ceremonies, and division functions (e.g., room reservations, catering, materials, setup/breakdown).
- Provide organizational support for Global Experiential Learning (GEL) courses.
Program ****Governance ****and ****External ****Relations:
- Provide administrative support for faculty and committee meetings (e.g., Advisory Committee, retreats), including taking and archiving minutes.
- Assist with preparation of annual reports, self-study reports, and overall accreditation work.
- Participate in departmental, divisional, and faculty/staff search committees as needed.
- Serve as the primary administrative contact for PA program alumni, maintaining engagement through communications, events, and records maintenance.
Other Duties as Assigned:
- Assist the PA Program Director/PA Division Director and faculty in ad hoc projects, special events, or other administrative needs.
- Perform other duties as assigned to support the operational needs of the PA program and Division of Physician Assistant Studies. Division.
Work ****Conditions ******&** ****Schedule:
- Occasional travel to SU main campus for student testing dates and to the Loudoun campus for special events including admissions.
- Occasional early mornings or extended hours may be required during peak admissions, interview periods, and program events.
- Work is normally performed in an interior office environment.
- No or very limited physical activity required; occasional lifting and/or moving of up to 20 pounds may be necessary.
Required Skills
Required Qualifications:
- Bachelor’s degree or equivalent experience.
- Minimum of two (2) years of experience in an academic or professional office setting, with demonstrable experience in academic program coordination, student services, or a closely related administrative role.
- Excellent written and verbal communication skills with a strong customer-service orientation and ability to interact positively with a diverse community including students, faculty, staff, and community members.
- Self-motivation and creative problem solving.
- Advanced proficiency and experience with Google Workspace (Calendar, Docs, Sheets) and Microsoft Office applications.
- Commitment to confidentiality of sensitive information.
- Exceptional organizational skills, attention to detail, and proven ability to manage multiple deadlines and streamline complex administrative processes.
Preferred Qualifications:
- Three or more years of administrative experience in higher education or healthcare programs.
- Experience with student services, admissions or alumni relations.
- Experience with exam administration and proctoring.
- Familiarity with accreditation processes.
How to Apply:
The complete application will include a cover letter, resume, and contact information for three professional references. Applications will be reviewed immediately and will continue until a qualified candidate is selected.
**Note: A pre-employment background check will be required, and a satisfactory driving record may be required as a condition of hire.
**Authorized to work in the United States is a pre-condition of employment. At this time, Shenandoah University is not in a position to sponsor international visas.
Shenandoah University values individuals and communities' unique and diverse perspectives locally and globally. It seeks to foster mutual understanding in an inviting community where individuals are welcome and respected. The university does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, veteran’s status, or on any other basis protected under applicable law.
Required Experience