Program Coordinator - Physician Assistant Program

Position Details

Position Details

About the Institution

Indiana State University is a Tier 2 national University with a Carnegie classification of doctoral/research. Nationally ranked and accredited, we are in Terre Haute, IN and have been recognized by the Princeton Review and the Wall Street Journal among the best universities in the Midwest. Indiana State is one of the most diverse college campuses in Indiana and home to a welcoming community of students, faculty, and staff representing nearly every U.S. state and 36 countries around the world.

Our beautiful, active, pedestrian-friendly campus is located within walking distance of local shops, restaurants, and activities in Terre Haute's historic downtown district. Situated near the Indiana-Illinois border, we are located 70 miles southwest of Indianapolis and within a few hours of major metropolitan centers in St. Louis, Chicago, and Louisville. On campus, there are 160 student-run organizations, an expansive Student Recreation Center, a Performing Arts Series, and University Speakers Series, among other attractions. Indiana State Athletics, known as the "Fighting Sycamores," fields 15 NCAA Division I athletic teams in the Missouri Valley Conference.

Ranked nationally for social mobility, Indiana State University transforms the lives of our students through experiential learning, community engagement, and career readiness, serving as a dynamic educational partner for businesses and industries throughout the Midwest. Our faculty provide instruction in small class sizes that provide opportunities for personalized instruction and feedback. Indiana State supports and recognizes faculty research and scholarship, providing an internal grants resource pool and other forms of support, and awarding faculty research honors each spring. Indiana State University is a place of belonging where students, faculty, and staff learn, thrive, and grow together.

Indiana State University is an equal opportunity employer, and we are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our employment application process.

Comments to Applicants

Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.

The review of applications will begin on November 16, 2026 and will continue until the position is filled.

Job Title
Program Coordinator - Physician Assistant Program

Department
Applied Medicine & Rehabilitation

Work Schedule

M-F 8:00 AM - 4:30 PM

Notice of Vacancy Number
26-00254

Desired Start Date

Open Date
11/09/2026

Close Date

Open Until Filled
Yes

Job Category
Staff-Exempt Professional

Job Type
Staff - Full-Time

Pay Grade
8

Hourly Rate or Salary Range
Commensurate with Experience

Benefits Associated with this Position

• Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
• Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
• TIAA Retirement Contributions: Contributions begin based upon the first day of employment at a contribution rate of ten (10) percent of base appointment salary paid in full by ISU. The contributions are vested immediately. There are 40 investment options from which to choose.
• TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
• Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University. This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.
• Fee Waiver Program: For the employee, spouse and dependent children: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.
• Sick Leave: Accrued at a rate of 12 days per fiscal year with unlimited accumulation.
• Vacation: Pay level 11 and below accrues up to 15 vacation days earned per year 1 through 4; 20 vacation days per year thereafter. Pay level 12 and above accrues 20 vacation days per year

Optional Benefits

• Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
• Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function

The Program Coordinator - Physician Assistant Program plans, coordinates, and administers key operational functions that support the Physician Assistant (PA) Program at Indiana State University, with primary responsibility for admissions, student services, accreditation support, data management and analysis, and academic operations. This position is designed as a single, comprehensive coordinator role that supports program effectiveness, student progression, and compliance with institutional and programmatic requirements, while excluding responsibility for clinical placement and site coordination, which are assigned elsewhere. Working under broad administrative guidance, the position serves as a central operational resource and consistent daily presence for the PA Program and works closely with the Program Director, faculty, students, and university offices to maintain effective cross-functional processes, accurate records, timely reporting, and high-quality student and program support.

Specific Responsibilities

Required Relevant Education & Experience

Bachelor's degree required.

Two to three years of relevant experience in academic program coordination, student services, admissions, higher education administration, healthcare education administration, or a related field.
Experience working with detailed records, strict deadlines, complex data tracking, and multi-step administrative processes.
Proficiency with Microsoft Office (specifically spreadsheets and data tables) and comfortable learning or using university systems (e.g., Banner), databases, learning management systems, and external reporting platforms.

Required Field(s) of Study

NA

Preferred Relevant Education and Experience

Experience in a health professions education program or healthcare-related academic environment.

Experience supporting accreditation, assessment, institutional reporting, or program evaluation activities.
Experience with student information systems, ERP platforms such as Banner, or admissions/reporting systems.
Demonstrated ability to assemble, analyze, and present data for administrative or academic decision-making.

Supervisory Responsibilities
This job has no supervisory responsibilities.

Required Certificates, Licenses and Registrations
Must possess a valid driver's license

Other Required Certificates, Licenses and Registrations

Preferred Certificates, Licenses and Registrations

Preferred Other Certificates, Licenses and Registrations

Knowledge, Skills and Abilities
Able to assemble, analyze and present data, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to work both independently and collaboratively, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills

Other Knowledge, Skills and Abilities

Ability to plan, organize, and implement complex projects and operational processes in a timely manner.

Ability to multitask and manage multiple priorities in a fast-paced, high-stakes academic environment.

Strong attention to detail, sound judgment, discretion, and an unyielding commitment to accuracy.

Ability to assemble, analyze, and present data in clean, useful formats for program leadership.

Strong customer service, interpersonal, and communication skills.

Ability to work both independently and collaboratively and to build effective working relationships across a diverse university community.

Professionalism, integrity, courtesy, and high ethical standards.
Ability to navigate complex professional environments with a high degree of emotional maturity, viewing constructive feedback as a collaborative mechanism for program excellence.
Strong written and verbal communication skills and the ability to work effectively with students, faculty, staff, and external stakeholders.

Pertinent Supporting ARC-PA Standards:• A1.02
• A1.07 b
• A2.10
• A2.18
• A3.16
• Other A3 Operational Policies

Qualifications & Disclaimer

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

NCAA Guidelines

All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.

No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.

Position Reappointment Required
No

Job Duties

Essential Duties and Responsibilities

Admissions and Recruitment Management• Manage the day-to-day PA admissions process, including application workflow, applicant communications, tracking materials, and maintaining admissions records.
• Manage the admissions PAEA-CASPA Configuration Portal (incorporating ISU requirements, rubric scoring, application designations, etc.) and attend annual training hosted by PAEA-CASPA as needed.
• Review all applications for completeness and minimum eligibility requirements; complete the initial screening and scoring of applicants, and prepare comprehensive reports for faculty or committee review in collaboration with the Admissions Director.
• Coordinate the prospective student interview process and manage scheduling and logistics, including assigning interviewers, facilitating current student participation, preparing informational packets, and coordinating interview day in collaboration with Admissions Director.
• Tabulate all evaluation scoring from interviewers, combine findings with CASPA scores, and prepare distributed correspondence including interview invitations, waitlist notifications, and decision notices based on faculty prioritization.
• Compile data for the ongoing longitudinal analysis of the admissions process to refine and improve the profile of admitted students in collaboration with the Admissions Director.
• Facilitate the completion of program matriculation requirements, including background checks, drug screenings, verification of pending degrees, and prerequisite coursework.
• Process program admissions through the College of Graduate and Professional Studies and monitor acceptances and declinations.
• Participate actively in recruitment efforts, including state-wide career fairs, virtual recruitment fairs, campus visits, outreach events, and hosting high school students interested in health careers.
• Serve as a knowledgeable point of contact for prospective students regarding admissions requirements, timelines, and program process

Essential Duties and Responsibilities

Data Management and Analysis• Compile, maintain, and analyze data related to applicants, admissions outcomes, enrollment, progression, graduation, surveys, and other program performance indicators.
• Facilitate the compilation of robust aggregate data on graduates, current students, and applicants to satisfy institutional and external reporting expectations.
• Prepare recurring and ad hoc reports, dashboards, summaries, tables, and basic visual data presentations for program leadership, faculty, institutional reporting, and accreditation needs in collaboration with program leadership.
• Monitor data quality, reconcile discrepancies, and ensure consistency across internal records, university systems, and external reporting portals.
• Maintain and update required program information on the web portals of PAEA, NCCPA, and ARC-PA as required by the Program Director.

Essential Duties and Responsibilities

Academic Operations and Program Administration• Maintain the master calendar of PA meetings and coordinate all meeting logistics, including assisting the Program Director in setting agendas and recording meeting minutes for review.
• Coordinate logistics and agendas for PA Advisory Council meetings.
• Participate in program and departmental meetings, compile and distribute official minutes, and collaborate closely with faculty.
• Support faculty with course scheduling, exam scheduling, course-related coordination, document preparation, and classroom logistics, including scheduling and proctoring end-of-rotation exams and didactic exams.
• Coordinate payment processing, vendor logistics, and fiscal paperwork for guest educators, adjunct faculty, special program events, and academic supplies in alignment with university policy.
• Help ensure that program publications, website content, student handbooks, and operational documents are current and accurate.
• Develop and update an internal Standard Operating Procedures (SOP) handbook for this role to safeguard institutional memory and protect program continuity in the event of personnel turnover.
• Attend national or regional conferences pertinent to physician assistant education, admissions, and professional development as assigned.

Essential Duties and Responsibilities

Accreditation and Assessment Support• Assist the Program Director and faculty with the preparation, coordination, and organization of accreditation reports, self-studies, and supporting documentation required by ARC-PA and other external entities.
• Build and maintain an organized, centralized, and audit-ready digital archive of documentation related to program outcomes, student files, surveys, policies, and procedures in strict accordance with ARC-PA requirements.
• Coordinate the distribution, collection, and timely return of program evaluations, surveys, and assessment instruments for students, faculty, graduates, and other stakeholders.
• Track annual and recurring assessment activities; maintain calendars, timelines, and follow-up processes to ensure reporting deadlines are met and complete.
• Support continuous quality improvement efforts by organizing findings and assisting leadership with documentation of trends, actions, and outcomes.

Essential Duties and Responsibilities

Student Services and Academic Progression• Serve as a primary, accessible staff resource and daily face of the program for current PA students on matters related to program processes, forms, deadlines, scheduling, and general student support.
• Coordinate student orientation, progression-related communications, graduation application processes, and other key student progression timelines.
• Liaise between the PA program and university offices, including the Registrar's Office and graduate studies functions, regarding grading processes, course registration, clinical rotation grading/registration and progression documentation, and graduation-related actions.
• Maintain strict confidentiality and high ethical standards in handling student records, academic information, and sensitive communications.

Essential Duties and Responsibilities

Performs other duties as assigned.