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Position Summary:

Florida Atlantic University is seeking a Program Assistant - Boca, FL.

The College of Science at FAU is home to a vibrant Student Services Office supporting future healthcare professionals through the Pre-Health Professions Program. We’re seeking a passionate and flexible Program Assistant to join our energetic team. Since our academic support services are distributed across buildings and campuses, the individual in this position may need to travel to multiple work locations.

Summary of Responsibilities:

• Maintains confidentiality of Pre-Health Professions student and personnel files and other confidential matters. Performs reception duties, answers incoming calls, and greets visitors. Work with students regarding the application process for medical and health professions programs. Ensures smooth running of the office. Performs research and compilation of data. Sets up and attends all Pre-Health Professions Committee calendars and meetings, takes notes, and assist with the first and final draft of the committee evaluation for review by the committee chairs and director. Work with Pre-Health students to set up mock interviews and final Committee interviews. Manage the director’s calendar and schedule for meetings and interviews. Assist with pre-health professions semester workshops within the pre-health office. Provide pre-advising screening to students applying to medical school. Make sure the student meets all requirements within the cycle.
• Work with the Pre-Health Professions Committee Members to coordinate student interviews and the functions of the Student Services Office and the Pre-Health Profession Office. Performs various office functions, including filing, copying, fax transmissions, service office machines, etc. Perform other job-related duties as required. Upload letters of recommendation to mainly AMCAS, ADSAS, AACOMAS, PHARMCAS, CASPA, and other application portals.
• Acts as liaison between Student Services Office, the college and/or university. Work with colleagues, faculty, physicians, executives, and students during the application cycle, coordinating student’s committee interview, as necessary. Scheduling interview days and interviewers, checking interview evaluations, record keeping of post committee decisions, and responsible for keeping students’ files confidential. Keep track of the interview videos for the office and student review.
• Assist the Associate Dean in the day-to-day guidance of students regarding university policies and procedures. Work collaboratively with the other office program assistant.
• Work with the Continuing Education Office with Marketplace. Processing payments on Marketplace for continuing education programs, ordering CNA books for continuing education, printing certificates for BSC courses as well as maintaining a spreadsheet for course registration, ordering necessary supplies, creating requisitions for continuing education instructors, and working with Continuing Education team on course advertisement for marketplace Basic Clinical Skills- CNA- Challenger course. Play an important role with Pre-Health Professions Week and APPS.
• Responsible for assisting in all aspects of educational programming and staff development. Screen, prioritize, and answer business communications. Keep track of the interview videos for the office and student review.
• Tackle special projects assigned by the Associate Dean. Developing schedules for work-study and projects and coordinating executives’ calendars. Review expenditure to ensure appropriate use of state funds.
• Implement administrative and financial functions for the Student Services Program. Financially manages all state and foundation accounts. Maintain audit trail for all activities. Follow FAU policy and procedures. Prepare all purchase requisitions, spend authorization and expense reports, and P-Card in the workday. Review all expenditures to ensure adequate funds and appropriate use of state funds. Serve as backup timekeeper for payroll processing.
• Assist Pre-Health Professions with registration, phone appointments and other duties as needed. Work with work-study students.

FAU Benefits and Perks

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

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Minimum Qualifications:

High School Diploma or equivalent with four (4) years of appropriate experience required.


Preferred Qualifications/Skills:


Bachelor's degree from an accredited institution in an appropriate area of specialization.

Four (4) years of customer service experience.

Excellent verbal and written communication skills.

Excellent interpersonal / customer service skills.

Knowledge of Microsoft Excel, Word, Outlook and running data reports, with ability to learn and use new computer applications.

Ability to manage meetings, schedule meetings, and meet deadlines.

Salary:

$18.00 - $20.38 per hour.

College or Department:

College of Science

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8:00a.m. - 5:00p.m. Since our academic support services are distributed across buildings and campuses, the individual in this position may need to travel to multiple work locations.

Application Deadline:

2025-09-08

Special Instructions to Applicant:

VETERANS’ PREFERENCE:
Applicants may claim Veterans’ Preference on their application. The applicant claiming preference is responsible for providing required documentation at the time of making an application in Workday for a vacant position, or prior to the closing date of the vacancy announcement. If an applicant qualifies for Veterans' Preference and the SP position, they are shown preference by the guarantee of an interview. Veterans’ Preference does not guarantee a job. For additional information, please visit https://www.fau.edu/jobs/resources/veterans/. For assistance, please contact Recruitment Services at empl@fau.edu.

APPLICATION DOCUMENTS REQUIRED:
Resume
Cover Letter

OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at 561-297-3004 or send an email at accommodate@fau.edu. To contact Human Resources, please call 561-297-3057. For communication assistance call 7-1-1.