Physician Assistant Program Coordinator

Job description


The Physician Assistant Program Coordinator will coordinate that the administrative functions of the Physician Assistant Program to run smoothly and efficiently and the PA Program, program director, faculty, staff, and student receive quality support. The coordinator, in conjunction with PA faculty directors, is responsible for student placement in the Community Service, Experiential, Interprofessional, and simulation programs for the PA program.  The PA Program curriculum is dedicated to providing an integrated, well-organized curriculum for our students. The coordinator will be the full time contact for students, faculty and staff.  In addition, the Coordinator will oversee the implementation of the PA Program admissions and applicant recruiting plan.



  1. Implement program admission process: act as point person for application inquiries, pre-review and update applicant records in admissions platform (WebAdMIT) and update admissions information on program website and in the admissions portal (CASPA). Coordinate admissions interview day: schedule applicants, prepare applicant interview materials, arrange room reservations and set up, catering, audiovisual support, and other interview day support as needed. Attend admission and recruiting events. (15%)
  2. Oversee and perform the scheduling of the following PA Programs:  Community Service, Experiential, Interprofessional, and Simulation programs. The Coordinator will work closely with the Director of Preventive Medicine and Community Health Engagement integrate to research and understand the practices and policies of all Community Service, Experiential, and Interprofessional sites. Will maintain knowledge and communicate the various required information and credentials to students. (15%)
  3. Manage scheduling of all students for all programs in conjunction with didactic and simulation curriculum to ensure all students meet the academic requirements by updating class and Clinical Assessment System (Exxat).  Partner with the Curriculum Coordinator to avoid scheduling conflicts between clinical, didactic, and experiential student experiences to facilitate smooth running of all PA programs.  (10%)
  4. Work closely with the Director of IPE, Simulation and Outcomes on scheduling all Simulation activities for PA students and act as staff member of the academic standing and performance (ASP) committee for PA program including minutes, documentation, and scheduling of accommodated student exam scheduling with Office of Accommodated Testing and Services (ESS) and other assessments as needed. (10%)
  5. Oversee and manage electronic admissions marketing platform (EMP-Liaison): set up admissions groups, send recruiting emails, and track applicant responses. Arrange and schedule recruiting open houses including compiling, analyzing and making recommendations about marketing for the program that will help the program reach increased class size goals. Coordinate program website development and design in Drupal, updating all website information based on accreditation, program, marketing and university requirements. (10%)
  6. Administrate operations of PA Program office including ordering, processing and executing departmental contracts through general counsel and procurement, processing travel arrangements and reimbursements for program, program director and faculty. Support the activities of the Physician Assistant Program when additional administrative help is needed. Manage mail and emails. (10%)
  7. Maintain accounting/bookkeeping records for the program, process program expenses, prepare all cash deposits, process all admission seat deposits for accepted applicants (Quikpay and by check), process payments for standardized patients, track expenses by course. Journal and reconcile monthly department non-salary expenses and reconcile non salary expenses on a monthly basis. Assist the Administrative Director in budgeting each year including non-salary budget analysis and forecasting. (10%)
  8. Scan student and alumni files and oversee conversion of paper documents including assignments, competencies, grade reports, and other documents of record into the electronic document management system (OnBase) to maintain student official files for the program and accreditation. (10%)
  9. Participate and take minutes for Physician Assistant Department meetings including, but not limited to, weekly faculty meetings and periodic Academic Standing and Performance meetings. Serve as point of public contact with students, instructors, and visitors. (10%)



Perform other duties as assigned. (<1%)



Department:  Contact with Administrative Director, Program Director, Medical Director, Physician Assistant Program faculty, SOM Office of the Vice Dean, SOM Office of the Dean, Medical School Graduate Education Office, Registrar’s Office, and Finance Office.

University: Contact with SIM Center, ITAC, Printing Services, University Parking, Cleveland Clinic Lerner College of Medicine, and Office of General Council.

External: Contact with University Hospitals of Cleveland, MetroHealth Medical Systems, Louis Stokes Veterans Affairs Medical Center, St. Vincent Charity Hospital, Cleveland Clinic Foundation, and ambulatory and community centers.

Students: Contact with Physician Assistant Program students, medical students, nursing students, dental students, and social work students.



Supervise student employee.



Experience: 5 years or more of related administrative experience required.  Admissions experience or experience in an academic setting preferred.

Education/Licensing: High School education required.  Bachelor’s degree preferred.



  1. Strong organization skills; ability to multi-task, prioritize and meet deadlines.  Must demonstrate attention to detail and accuracy, time management skills, and follow-through. Demonstrated ability to plan and manage complex projects required.
  2. Capable of working well both independently and as part of a team dedicated to achieving excellence. Ability and willingness to work as partner with faculty and with students required.
  3. High degree of judgment, discretion, and confidentiality required.
  4. Excellent oral and written communication and interpersonal skills; must demonstrate the ability to effectively and professionally communicate with various individuals within and external to the University, including staff, faculty and students.
  5. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline.
  6. Must have extensive computing experience, Excel, Word, PowerPoint,
  7. Must demonstrate willingness to learn and advance within the role as needed. 
  8. Ability to interact with colleagues, supervisors, and customers face to face.



General office working environment.  May be required to work some Saturdays.  Travel for recruiting events may be possible.  Early morning and/or evening hours sometimes required.




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Job No: 7308
Posted: 1/14/2019
Application Due: 2/6/2019
Work Type: