Physician Assistant Academic Affairs Manager Location:
Case Main Campus Regular/Temporary:
Regular Full/Part Time:
Full-Time Job ID:
Job Description POSITION OBJECTIVEWorking closely with all members of the Physician Assistant (PA) program administrative team, faculty and students, the Academic Affairs Manager is responsible for all student-centric administrative functions for the PA program and takes a leadership role in the development and growth of this graduate program. This position serves as the primary point of contact for all current, former and prospective PA students, didactic and clinical instructional faculty and for education-related staff at the Case Western Reserve University School of Medicine. This position will support all activities of the PA program administratively and manage the day-to-day aspects of the PA Program from recruitment through graduation, organize and lead communication with alumni, oversee registration and the student information systems and is responsible for all academic and student affairs aspects of the PA Program. ESSENTIAL FUNCTIONS
Provide leadership, oversight and coordination for all activities related to students and training including administering the recruitment, retention and admissions processes in consultation with the PA program leadership, the Enrollment Management Office and University Marketing and Communications. Responsible for the strategic design and operationalizing enrollment initiatives. Develop and maintain all admissions administrative materials, including promotional materials and functions for the PA program. (15%)Manage the onboarding processes and initiatives for incoming students, including new student orientation, developing course and orientation schedules. Manage the engagement plan for incoming students from the time of acceptance through the onboarding process. Assist in the development and strategic recruitment of individuals to the PA Program Advisory Board. Oversee the administrative aspects of the board. Assist in the development and recruitment of individuals to the PA Education and Policies Committee (PEPC). Oversee the administrative aspects of the committee. (15%)Advise pre-PA students and pre-PA clubs course selection, curricular and extracurricular opportunities and standardized tests, to better position them to become strong applicants for admission to a PA program. Advise prospective applicants about the application process to PA school, including transcript review, provide general guidance on drafts of their essays and provide guidance about appropriate sources of letters of recommendation. Work with prospective applicants advise and/or troubleshoot on various issues raised by prospective applicants. Investigate and disseminate to pre-health professions advisors’ best practices in the area of successful academic planning for acceptance to the PA program. (10%)Provide high level data analysis for the program director and the business manager based on the information collected within the program database to ensure academic and programmatic initiatives are met. Metrics include Accreditation information, recruitment, enrollment reporting and research requests. Assist the program director and business manager in identifying goals, objectives, priorities and actions with the database and workflow. (10%)Provide academic guidance and mentoring to students, helping them establish educational goals. Monitor the academic progress of students, identifying those who may be in academic or programmatic difficulty, working with them to develop a plan for addressing the difficulties and making referrals as necessary. Address issues and concerns, identify efficient learning strategies and study skills for both face-to-face and online courses. (10%)Develop and manage academic initiatives including clinical and didactic course development, continuing medical education, student certificate programs. Develop and implement department policies and procedures relating to academic programs. Communicate any changes to policies and procedures to appropriate audiences to ensure implementation. Provide oversight to supervised clinical practice experience maintenance in ARC-PA portal. Maintain program handbooks (faculty policy and procedure manual, student handbook, clinical / preclinical handbooks, preceptor handbook). (10%)Develop expertise as a superuser and maintain the PA student, preceptor, faculty database in a comprehensive manner that includes alumni and present graduate students. Track individuals from inquiry stage to alumni stage, making information accessible to support recruitment. Maintain confidential records of students who have completed the program, keeping abreast of their professional status. Provide data analysis information. Maintain and track course teaching and program evaluations. Maintain the schedule of classes for all PA program courses (38 to 40 annually). Make changes to courses (instructors, times and place) as needed. Develop policies and procedures to develop and modify the program curriculum, including course development. Maintain confidential records of students who have completed the program, keeping abreast of their professional status which is required for federal reporting purposes. (10%)Build networks with other PA program admissions administrators to develop best practices in admissions. Attend and participate in/present at regional and national PA education meetings. Build relationships with historically black colleges and universities (HBCUs) to increase awareness of the PA profession as a career choice and to increase diversity within the program. Work with external relations on donor opportunities that can benefit the PA program. Participate in community health meetings to assess and build areas for collaboration, such as meetings that bring together various community organizations to design efforts to improve health in the community. Explore opportunities to increase and enhance the program’s experiential learning and community service opportunities. (5%)Use the PeopleSoft Student Information System (SIS) to track and verify student enrollment and academic status. Manage student accounts in SIS including financial activity, course registration, grades and Planned Programs of Study (PPOS). Act as the PA Program resource to faculty, staff and students for training with SIS. Resolve all student issues in a timely manner with limited supervision. Coordinate grade entry for both didactic courses and clinical year rotations in SIS. Manage graduate student payroll. Manage and maintain all student records on the PA program shared drive and in OnBase for the School of Medicine Office of the Registrar. (5%) Create yearly admission reports from WebAdmit and admissions cycle. Serve as both the CRM administrator (CASPA) and the departmental web editor after thorough University Marketing and Communications training. Manage the PA Admissions process, pre-reviewing applications, compiling application review data, presenting data to faculty to select applicants for interview and preparing interview data for faculty to determine acceptances to program. (5%) Manage the General Medical Sciences Committee on Appointments, Promotions and Tenure (GMS CAPT) relating to faculty recruitment, appointment, reappointment, transfers and promotion and tenure processes. Advise program director on the best approach to appoint new faculty, based on circumstances. Initiate faculty search process. Initiate appointment process for new faculty. Manage the annual faculty reappointment process. Initiate affirmative action (AA) approval; liaise with Office of Inclusion Diversity and Equal Opportunity. Manage AA process throughout search. Coordinate and oversee all instructional faculty (clinical and didactic) appointments and credentialing of preceptors. Provide support for the recruitment and retention of preceptors (CV, proof of licensure and board certification etc.) (5%)
Provide support for maintenance of accreditation. (<1%)Provide support to the PA Program Committees. (<1%)Provide other educational program/departmental support as needed. Cross training with the administrative team in general and the business manager, particularly for peak periods and vacation schedules. (<1%)Coordinate and oversee the maintenance and updating of program website on a regular basis making sure to meet all accreditation standards regarding publication of program policies. (<1%)Manage the administrative and financial aspects of all program grants electronically in the appropriate databases (e.g., eRA Commons etc.). Report and record progress reports. (<1%)Perform other duties as assigned. (<1%)
CONTACTSDepartment: Daily contact with Program Director, Business Manager, Director of Didactic Curriculum, Director of Clinical Curriculum, full-time program faculty and the administrative team to maintain workflow. Will work closely with the program director to ensure the admission, recruitment and matriculations of the Physician Assistant students is efficient and effective. Ongoing contact with instructional faculty engaged in the graduate program. Regular contact with leadership, faculty and staff in Medical Education. All contact is to support activities of the Office related to admissions, recruitment, matriculation and student centric administrative and support activities.University: Frequent contact with School of Medicine staff and with other recruiters on campus. Frequent contact with relevant University Marketing and Communications enrollment marketing staff. Regular contact with the Office of General Counsel and with the School of Medicine executive director of enrollment management and strategic initiatives to update and collaborate on enrollment strategies. Occasional contact with Procurement and Distribution Services, Accounts Payable, UTech, University Health and Counseling Services, security and facilities personnel, among others for the purpose of managing special projects. Act as liaison between the Program Director and School of Medicine enrollment management. Frequent contact with the School of Medicine Registrar’s Office and School of Medicine Financial Aid Office for course and student management. External: Continuous contact with friends of the PA Program for community partnerships, clinical site development and employment opportunities. Frequent contact with national professional organizations, clinical partners, consultants, freelancers, public and private foundations and other outside agencies for developing strategic partnerships. Regular contact with academic advisors, department chairs and faculty at colleges and universities throughout the United States for the purpose of recruiting students. Occasional contact with peer programs for the purpose of professional collaboration. Moderate contact with vendors.Students: Daily contact with current students. Regular, ongoing interaction with those individuals seeking program admissions information to recruit, admit, retain, inform and advise. Regular contact with student interns to assign and supervise projects. Regular interaction with alumni. SUPERVISORY RESPONSIBILITYOversee curriculum coordinator. May supervise the work of students. QUALIFICATIONSExperience: 3 years of experience required, preferably in higher education or academic institution.Education: Bachelor's degree required. REQUIRED SKILLS
Must be self-motivated, a self-starter and have a strong work ethic.Strong organization skills: ability to multitask, prioritize, give attention to detail and meet deadlines.Must have the ability to work in a fast-paced and demanding environment with heavy workloads and constant, multiple deadlines and management of priorities.Ability to work effectively independently with limited supervision and collaboratively within a team.Ability to learn and apply new ideas, processes, policies, functions, etc. Ability to problem-solve effectively and demonstrate good judgment and logical decision-making.Ability to conform to shifting priorities, demands and timeline. Must be flexible in order to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.Must be a strong decision maker providing leadership and acting with limited supervision.Discretion in the use of confidential informationMust have excellent communication skills, both oral and written and strong interpersonal skills with the ability to interact with faculty, staff, students at all levels, including at external academic institutions and sponsor organizations. Effective management skills: ability to lead, work with, elicit cooperation from and read communication styles of team members and staff.Knowledge of curriculum development and administrative needs of higher education programs.Knowledge and understanding of accreditation requirements.Must have excellent computer skills experience and proficiency with the Microsoft Office Suite, Google Suite, RedCap, Qualtrics and web management software.Experience with data warehouse, student information system (SIS), Zoom, Canvas, ExamSoft, eCommons, Fastlane and Grants.gov is preferred.PeopleSoft experience is a plus.Ability to learn and apply software programs and applications as needed.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.
WORKING CONDITIONSTypical general office working environment. The employee will use a computer and shared printer/copier. Additional time may be needed during deadlines, but only on occasion. Occasional need to perform work at home with a working internet. Flexibility needed for deadlines and extenuating circumstances.Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.