Title: Program Assistant for the Department of Physician Assistant Studies, Charlotte

Position Type: Staff Full-Time

Days Per Week: M-F

Hours Per Week: 40

VP Area: Office of the Provost and Academic Affairs

Department: School of Health Sciences

Position Summary

The Program Assistant serves as the central administrative support for the Department of Physician Assistant Studies at Elon University Charlotte. They are responsible for managing daily program operations, maintaining professional communications, overseeing budget and purchasing functions, coordinating events, and supporting faculty, staff and students. This position ensures the smooth, efficient, and professional functioning of the department and serves as a liaison between faculty, students, and university offices. The Program Assistant is instrumental in supporting departmental goals, events, and strategic initiatives while maintaining a warm, welcoming, and organized environment.

Benefits of Working at Elon

Minimum Required Education and Experience

High school diploma or GED
Associate degree, or vocational or technical school degree

Preferred Education and Experience

Bachelor's degree

Required Other Training, Certifications, or Licensing

Minimum 1 year experience

Job Duties

• Administrative and Office Management: Serve as the primary point of contact for the department, maintaining a warm, professional, and welcoming atmosphere for students, faculty, staff, alumni, and guests. Act as the primary liaison for prospective students, providing timely and informative responses to inquiries (during both the program development phase and ongoing operations). Coordinate and maintain communication with community partners to ensure alignment and collaboration in program initiatives. Manage day-to-day office operations, including scheduling, ordering supplies, facilities maintenance, IT requests, and general communications. Maintain accurate records of department and faculty meetings, including the timely preparation and distribution of meeting minutes. Provide direct administrative support to the Department Chair and faculty, including assistance with special projects, reports, and communications. Assist in the collection, organization, and maintenance of documentation required for the accreditation process, ensuring compliance with accrediting body standards. Ensure compliance with FERPA and university policies in all interactions and record keeping. Assist with the recruitment, onboarding, and supervision of support staff and student employees in coordination with department leadership. Support the development and refinement of administrative systems to improve program efficiency and data management. Assist in identifying and implementing internal controls to ensure compliance with institutional, accreditation, and program-specific policies. Demonstrate proficiency in Microsoft Office Suite (Word, Excel, Lists, PowerPoint, Outlook, Pages). Manage and update program-related databases and records, ensuring accuracy and confidentiality. Maintain communication with PAEA regarding changes in the program roster.

• Student and Faculty Support Be present in the building when students are on-site for academic commitments (8 a.m.–5 p.m.), with particular availability during the 12–1 p.m. hour when students are free. Support student onboarding and communication, including listserv management and orientation logistics. Assist with coordinating schedules, evaluations, and academic calendar updates in collaboration with the registrar. Serve as a resource for faculty, adjuncts, and guest lecturers regarding classroom logistics, IT support, and administrative needs. Train and supervise student employees assigned to the department.

• Budget and Purchasing Track, manage, and monitor department budgets, including CME allocations, course-level expenses, and program-wide purchases. Prepare regular financial reports for departmental leadership, including mid-year, late-year, and end-of-year assessments. Facilitate proper allocation of expenditures. Place and follow up on university purchase orders, including large and annual purchases. Assist with securing contracts for adjunct instructors and processing payments for guest lecturers.

• Event Coordination Lead the logistical planning and execution of major departmental events, including new student orientation, the white coat ceremony, graduation events, and program retreats. Responsibilities include securing venues, managing catering and printed materials, and overseeing event setup and execution. Liaise with university and community partners to ensure smooth event operations and assist with School of Health Sciences events as needed.

• Perform related duties as assigned, within the scope of practice.