Administrative Assistant To Program Director Jobs in California

Description

A.T. Still University's Central Coast Physician Assistant Program (ATSU-CCPA) is seeking a full time non-exempt program manager on the San Luis Obispo Campus. The Program Manager oversees daily operational, financial, and administrative functions for the Central Coast Physician Assistant (CCPA) Program and serves as the primary administrative support lead for the Department Chair/Program Director. This position coordinates admissions logistics, manages student administrative records, supports academic operations, and ensures efficient office management in collaboration with program faculty, staff, and institutional offices.

Major Job Responsibilities

Administration

• Oversee daily administrative operations for the Central Coast Physician Assistant (CCPA) Program and serve as administrative support for the Department Chair.
• Maintain general office supplies, equipment, and inventory (coordinating general office purchasing, while educational, skills, and lab supplies remain managed by the Administrative Assistant). 
• Serves as secondary front-desk contact for visitors when the Administrative Assistant is unavailable and as directed by the Program Director, while managing faculty access by enforcing an appointment policy for students.
• Manage program-wide communications, correspondence, and master operational calendars under the direction of the Program Director.
• Coordinate designated program committee meetings, manage scheduling, and record official minutes as assigned by the Program Director.
• Coordinate administrative onboarding for all new faculty and staff (collaborating with HR, IT, and campus facilities for system access, credentials, required institutional training, and orienting hires to administrative processes like travel requests and reimbursements).
• Create and update administrative student records, graduation verification tracking sheets in coordination with Enrollment Services, and alumni databases in collaboration with and under the direction of the Program Director and Director of Assessment.
• Coordinate faculty and prospective faculty travel and process expense reimbursements.
• Serve as a principal administrative point of contact for faculty, staff, and students by addressing operational questions or directing them to the appropriate individual or university office.
• Manage permissions and access to program-controlled shared folders, documents, and administrative systems based on employees' roles.
• Coordinate the administrative and logistical aspects of ARC-PA site visits and provide high-level support during accreditation reviews.
• Edit and format program manuals, student handbooks, reports, and other departmental materials under the direction of the Program Director to ensure accuracy, consistency, and professional quality.

Admissions

• Manage the admissions calendar and interview logistics; process interview day inquiries from students.
• Coordinate the applicant review process and applicant tracking spreadsheet in partnership with the Admissions Committee Chair, collaborating with Enrollment Services to maintain applicant information in CASPA and AMP and facilitate timely distribution of decisions based on committee direction.
• Communicate with incoming students and track completion of all pre-orientation and pre-matriculation requirements , coordinating documentation with the Clinical Education team.
• Support recruitment activities, including information sessions, campus tours, and preview days for accepted and prospective students.
• Coordinate with Enrollment Services, the Admissions Committee Chair, and the Didactic Director to verify enrollment of incoming and current students to ensure the program stays within its maximum class size of 90.
• Events Planning.
• Plan and execute major program events, including Commencement, the White Coat Ceremony, and New Student Orientation.
• Manage venue bookings, catering, decor, and award procurement for orientation activities and graduation dinners.

Finance

• Coordinate and execute departmental purchasing, invoice processing, financial records management, and budget tracking. 
• Maintain a master calendar for contract renewals and oversee the initiation of new contracts.

Academic Support

• Assist with equipment setup and teardown, as requested, for OSCEs, labs, practical examinations, and other hands-on learning activities.
• Assist with testing and exam proctoring on an as-needed basis as directed by program leadership.
• Manage the PAEA Portal, including updating faculty and student rosters, posting open positions, and recording student progression or graduation date modifications.

Job Responsibilities

• Communicate institutional operating policies to department members.
• Maintain organized digital record-keeping structures and shared drives for the program.
• Maintain strict confidentiality regarding university personnel, institutional business, student records, and departmental matters.
• Perform other duties as assigned.

Requirements

• Four year college degree or equivalent combination of Associate degree and senior-level administrative experience.
• Three to five years of related experience required. Additional education may be substituted for years of work experience.  
• Good verbal communication and editing skills for phone and written communication.      
• Experience in business or academic office setting. 
• Experience interacting with internal and community affiliates.
• Ability to follow and share information regarding university policy and procedure. 
• Knowledge of Microsoft word, Microsoft Excel, databases and basic computer skills. 
• Strong organizational skills.
• Ability to efficiently manage multiple projects and tasks simultaneously.
• Supportive, team-work attitude.  
• Professional appearance and personality. 
• Flexible and independent work ability.
• Self-starter.

Pay Range is  $26.76-$32.09 based on education and experience. 

 ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.