The PA Program Administrative Assistant provides comprehensive administrative, operational, and clerical support to the PA Program. This position serves as the primary administrative contact for students, faculty, staff, applicants, clinical partners, the accrediting agency, and the public. The Administrative Assistant plays an essential role in maintaining efficient program operations, supporting accreditation activities, coordinating schedules and events, managing records, and ensuring compliance with institutional and ARC-PA requirements.

Program Duties & Responsibilities:   

• Provide administrative support to the Program Director, Medical Director, principal faculty, adjunct faculty, and staff.
• Serve as the first point of contact for visitors, prospective students, applicants, faculty, and clinical partners.
• Answer and direct telephone calls, emails, and other inquiries in a professional and timely manner.
• Prepare correspondence, reports, meeting agendas, minutes, presentations, and other program documents.
• Maintain office supplies, equipment, and inventory.
• Assist with preparation, organization, and maintenance of ARC-PA accreditation documentation.
• Maintain electronic and paper records in accordance with institutional policies and accreditation standards.
• Assist with collection, organization, and reporting of program data.
• Maintain confidential student, faculty, and program records in compliance with FERPA and HIPAA as applicable.
• Assist with admissions events, interviews, orientation, and onboarding activities.
• Maintain student files and documentation.
• Coordinate student communications and distribute program announcements.
• Support graduation clearance and certification processes.
• Coordinate faculty calendars, meetings, and travel arrangements.
• Assist with scheduling classes, examinations, laboratories, guest lecturers, and meetings.
• Prepare instructional materials, course packets, and classroom resources.
• Assist with faculty recruitment activities and onboarding documentation.
• Maintain databases of clinical sites, preceptors, affiliation agreements, and required documentation.
• Process purchase requests, reimbursements, travel documents, and invoices.
• Assist with budget tracking and record keeping.
• Coordinate ordering of educational supplies and equipment.
• Coordinate meetings, advisory board meetings, accreditation visits, interviews, white coat ceremonies, graduation activities, and special events.
• Arrange meeting logistics including room reservations, catering, technology, and materials.
• Maintain electronic filing systems and databases.
• Assist with data entry into institutional and program software systems.
• Participate in departmental and institutional meetings.
• Perform other duties as assigned to support the mission of the PA Program and the College.

 

Qualifications & Credentials:

• Minimum of two years of progressively responsible administrative support experience.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple projects and meet deadlines.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills.

 

Preferred Qualifications

• Associate degree or experience commensurate with position in business administration, office administration, or related field (Bachelor’s degree preferred).
• Experience in higher education or healthcare administration.
• Experience supporting an academic program or professional school.
• Familiarity with accreditation processes, preferably ARC-PA.
• Experience with student information systems and learning management systems.
• Knowledge of FERPA and HIPAA regulations.

 

Scope of Authority:

The faculty reports to the Program Director.

West Virginia Wesleyan College challenges its students to a life-long commitment to develop their intellectual, ethical, spiritual, and leadership potential and to set and uphold standards of excellence.

Firmly rooted in the liberal arts tradition and closely related to The United Methodist Church, the College is a community of learning based on fundamental principles formed at the intersection of Christian faith and liberal education: intellectual rigor, self-discovery, human dignity, mutual support, social justice, self-discipline, mental and physical wellness, the appreciation of diversity and the natural world, and the judicious use of resources.

The College recognizes and affirms its interdependence with the external communities-local, regional, national, and global-and its covenant with the people of West Virginia to share its educational and cultural resources.

West Virginia Wesleyan College prepares its students through its curriculum of arts and sciences, preprofessional, professional, and graduate studies, and its rich campus life program. As a residential institution of higher education, the College aspires to graduate broadly educated individuals who:

• Think critically and creatively,
• Communicate effectively,
• Act responsibly, and
• Demonstrate their local and world citizenship through service.

 Program Mission Statement:

The mission of the West Virginia Wesleyan College PA Program is to academically and clinically prepare competent and compassionate PAs who deliver high-quality, patient-centered care, in collaboration with members of the healthcare team to serve rural populations.

 

Salary:

Commensurate with qualifications and experience.

Review of applications will begin immediately and will continue until the position is filled. Salary is commensurate with education and experience. To apply, e-mail a single PDF containing a letter of interest, resume, and contact information for three references.

Application materials should be sent to Dr. Lynn M. Linder, Provost & Executive Vice President for Academic Affairs at academicaffairs@wvwc.edu. Prior to a final offer of employment, the selected candidate will be required to submit to a background check.

For questions about the position, please contact Dr. Deanna Leach at leach.d@wvwc.edu.

West Virginia Wesleyan College does not discriminate on the basis of race, sex, color, national or ethnic origin, creed, ancestry, marital/family status, veteran status, sexual orientation, sex characteristics,  pregnancy, religion, age, disability or blindness, or any other characteristic protected by local, state or federal law , to include Title VI, Title VII, Title IX, Section 504, and the Age Discrimination Act, in the administration of its admission policies, scholarship and loan programs, educational programs, employment, athletic programs, co-curricular activities, or other College administered programs. WVWC’s nondiscrimination polices may be accessed at https://www.wvwc.edu/title-ix/. For inquiries about the application of these laws in WVWC’s programs activities or to file a report, contact the Title IX Coordinator at titleix@wvwc.edu or 304-621-1316.