About the role
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Position Details
The Staff Assistant I provides administrative and operational support for the Department of Physician Assistant Medicine. This position is responsible for coordinating a variety of recurring administrative functions that support the daily operations of the program, including assessment administration, records and document management, program evaluation activities, accreditation support, financial and inventory tracking, accessibility compliance support, and faculty administrative assistance. The position requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities and deadlines in a dynamic academic environment.
Examination and Assessment Administration
- Provide administrative and logistical support for examinations, quizzes, remediation assessments, practical examinations, OSCEs, and other program assessment activities.
- Assist with examination administration activities, including scheduling, room preparation, student check-in, roster verification, proctoring, accommodated testing logistics, secure handling of assessment materials, and support of University-approved testing systems.
- Maintain examination schedules, assessment records, testing security, and student confidentiality in accordance with University and program procedures.
- Document examination administration issues or irregularities, provide routine administrative support for assessment operations, and refer matters requiring academic review or decision-making to appropriate faculty or program leadership.
Accessibility and Digital Instructional Materials Support
- Assist with the review, tracking, and routine remediation of instructional materials, electronic course content, and program documents to support compliance with University accessibility standards and procedures.
- Apply established accessibility practices to digital materials, including document formatting, alternative text, captions, tables, hyperlinks, and other accessibility elements, using University-approved tools and templates.
- Maintain records of accessibility reviews, support conversion and maintenance of accessible materials, coordinate with faculty regarding accessibility-related content, and refer complex issues for specialized review.
Supplies, Inventory, and Instructional Resource Support
- Maintain inventories of departmental, classroom, examination, instructional, and office supplies; monitor stock levels and initiate approved supply orders in accordance with program procedures.
- Receive, verify, organize, distribute, and track supplies, equipment, and instructional resources; maintain related inventory and equipment checkout records.
- Support faculty and staff by coordinating routine instructional material and classroom supply needs and maintaining standardized supply lists for recurring program activities.
- Maintain organized and secure storage areas, coordinate with internal program partners regarding shared inventory needs, and communicate anticipated shortages or unusual supply requirements to appropriate program leadership.
Financial Tracking and Reconciliation Support
- Maintain departmental financial records and expenditure tracking using University-approved systems and procedures.
- Assist with routine financial transactions and documentation, including invoices, reimbursements, purchasing records, P-card documentation, spend authorizations, and related supporting materials.
- Reconcile financial records against University systems, maintain organized documentation, and identify and communicate discrepancies, missing information, or unprocessed transactions to appropriate personnel.
- Prepare routine expenditure tracking reports and assist with fiscal year-end activities and other financial recordkeeping responsibilities as assigned.
Records, Data, and Document Management
- Maintain and organize program forms, templates, records, databases, tracking systems, and administrative documentation in accordance with University policies and established procedures.
- Manage document control activities including version tracking, file organization, records retention, archival processes, and routine data maintenance.
- Generate routine reports, rosters, summaries, and data extracts; coordinate document routing, approvals, completion tracking, and support data retrieval for reporting and administrative needs.
- Conduct routine accuracy and completeness reviews of records and data and safeguard confidential information in accordance with FERPA and University policies.
Survey Administration and Program Evaluation Support
- Administer and track program surveys and evaluation activities using University-approved systems, including survey setup, distribution, scheduling, reminders, and completion monitoring.
- Maintain survey calendars, distribution records, response tracking information, and historical survey documentation in accordance with established procedures.
- Export, organize, and maintain survey data and supporting documentation; prepare routine reports or descriptive information as requested.
- Support program evaluation, assessment, accreditation, and reporting activities by assisting with the distribution, collection, retrieval, and maintenance of survey and evaluation records.
Accreditation Documentation Support
- Maintain accreditation records, evidence repositories, and related documentation using University-approved document management systems and established procedures.
- Organize, track, and archive accreditation materials, including maintaining file structures, version control, deadline trackers, and document inventories.
- Collect, maintain, and monitor supporting documentation from faculty and staff, and follow up regarding missing records or required materials.
- Support accreditation reviews, reporting activities, and site visit preparation by organizing, retrieving, and preparing documentation as directed.
Course and Faculty Administrative Support
- Provide administrative support to faculty, course directors, and program personnel, including coordination of routine course and instructional activities.
- Maintain course, assessment, classroom, and meeting schedules; assist with room scheduling and related administrative logistics.
- Maintain course records, syllabi archives, faculty activity records, and other assigned administrative documentation in accordance with established procedures.
- Support faculty and staff onboarding, guest lecturer and adjunct instructor coordination, meeting preparation, document management, and other routine program administrative functions.
General Program Support and Cross-Coverage
- Provide courteous and professional administrative support and customer service to students, faculty, staff, applicants, visitors, vendors, preceptors, and other University constituents.
- Assist with routine front-office operations, communications, and inquiry management, including cross-coverage as needed to support departmental operations.
- Support program events, admissions activities, orientations, ceremonies, accreditation activities, and other departmental functions.
- Participate in cross-training, maintain familiarity with applicable University and program procedures, and perform other related administrative duties consistent with the position classification and operational needs of the department.
Minimum Qualifications
Education
- High school diploma or equivalent required.
Experience
- Administrative support experience in an office, academic, healthcare, or similarly complex environment.
Preferred Qualifications
- Associate’s or Bachelor’s degree preferred.
- Administrative experience in higher education, graduate education, healthcare education, or another regulated or accreditation-sensitive environment.
- Experience with examination administration or proctoring.
- Experience with accessibility review or remediation of electronic documents, presentations, PDFs, or learning management system content.
- Experience with Microsoft Office accessibility tools, Adobe Acrobat accessibility functions, or similar accessibility software.
- Experience with financial tracking, reconciliation, purchasing, or reimbursement processes.
- Experience with survey platforms such as Qualtrics.
- Experience with SharePoint, OneDrive, or other document-management systems.
- Experience maintaining databases, spreadsheets, inventories, records, or administrative trackers.
- Familiarity with FERPA, records retention, or confidential student information.
- Experience supporting faculty or academic programs.
Work Schedule
Monday through Friday from 8:30 a.m. to 5:00 p.m.
Summer: Monday through Thursday from 8:00 a.m. to 5:30 p.m.
The University of Tampa offers great benefits, including:
- Free Tuition
- Generous paid leave
- Wellness initiatives
- 100% Employer-Funded Health Reimbursement Account
- 100% Employer-Paid Short & Long Term Disability Insurance
- 100% Employer-Funded Employee Assistance Program
- Discounted On-Campus Dining Meal Plans
- Free On-Campus Parking
- Access to Campus Amenities (pool, library, campus events, and more)
- Fitness Center
- Pet Insurance
- Flexible Spending Accounts
- And more
Submission Guidelines
To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission. Required documents should be submitted in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application.
Background Check Requirements
Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report.
Additional Information
This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.