St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Senior Secretary - Physician Assistant Program

College of Pharmacy & Health Sciences

Position Function: This individual will support the Physician Assistant Program and clerical needs of the Program Director and faculty.

Reporting Structure: This individual will work under the supervision and direction of the Physician Assistant Program Director and Chair of the Department of Health Professions.

Position Description: The administrative coordinator will work with internal and external constituencies to support the success and needs of the Physician Assistant program. The ideal candidate will have a strong customer focus; foster mutual respect; practice and promote teamwork, work independently, take initiative, maintain confidentiality, adhere to high standards of personal conduct and engage in continual professional development.

Physician Assistant Program Duties and Responsibilities:

1. Clinical Rotation 1. Clinical site recruitment, contract procurement and maintenance 2. Clinical site stipend tabulation, reconciliation and processing 3. Maintain, manage and update clinical year student electronic tracking systems 4. Scheduling and update of clinical rotation sites for students 5. Student site onboarding, document maintenance and compilation 6. Student health clearance documentation, tracking and reconciliation 7. Processing (receipt and tracking) of clinical rotation paperwork 8. Preceptor biographical and professional credentialing documentation and maintenance 9. Student/graduate malpractice claims, licensure document processing, NCCPA registrations

2. Program Teaching & Admissions Administrative Duties: 1. Serve as liaison to Graduate Admissions 2. Complete clerical tasks related to admissions process 3. Prepare laboratory/practical skills labs, set up and storage of task trainers, etc.

3. Secretarial/clerical 1. Performs basic office support (i.e., scanning, copying, filing, mailing) and data entry 2. Maintain, manage and update filing systems and electronic databases/records 3. Oversee maintenance of student records in compliance with applicable standards 4. Prepare and process transcripts, certificates of completion and enrollment verification forms 5. Draft routine correspondence, scheduling rooms and meetings 6. Manage office supplies inventory 7. Organizing and documenting faculty participation of program and/or University events (i.e., informational sessions, open house, interviews, lab/simulation 8. Take meeting minutes

4. Other duties as assigned by the Program Director and/or Department Chair. Periodic evening and weekend work required.

Minimum qualifications:

• High School Diploma and a minimum of 3 years Administrative Assistant office experience required. Associate’s degree, or equivalent work experience preferred
• Effective time management and organizational skills
• Be flexible and resourceful in completing assigned responsibilities.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, and Access software), Adobe Acrobat

Preferred qualifications:

• Experience in higher education highly desirable.

In compliance with NYC’s Pay Transparency Act, the annual salary range for this position is $54,600. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John’s University’s physical locations at any time.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

Required Skills

Required Experience

JOB QUALIFICATIONS:

Required Skills

• Responsible for reading and understanding the TS16949 and ISO-14001 procedures 

• Must have valid driver license

• Must be able to safely operate forklift

• Must be able to safely operate overhead cranes

• High level of commitment.

• Ability and willingness to learn.

• Adaptive to a fast paced environment.

• Bills of Lading knowledge.

• QAD experience preferred.