Program Assistant, Medical Education

Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.

Job Description:

Job Title: Program Assistant, Medical Education

Reports to: Associate Dean, Curricular Affairs

FLSA Classification: Non-Exempt

Location: Bentonville, Arkansas (On-site)

Who We Are

Founded in 2021, Alice L. Walton School of Medicine (AWSOM) is a nonprofit, four-year MD program that will enhance traditional medical education with the arts, humanities, and whole health principles. The school’s culture embraces self-care to empower students to care for their own well-being as well as their patients’. The school’s state-of-the-art medical education facility is under construction in Bentonville, Arkansas on the Crystal Bridges campus, home to Crystal Bridges Museum of American Art and Heartland Whole Health Institute. The school has been granted preliminary accreditation status by the Liaison Committee on Medical Education.

About The Position

The Program Assistant will work with the Curricular Affairs team to build a degree-granting medical school in Northwest Arkansas.

The Program Assistant will provide administrative support to the Office of Curricular Affairs (OCA). The person hired in this position will proactively and continuously manage and support operations, projects, and processes in the OCA, in addition to calendar management, scheduling meetings, and arranging travel.

Essential Duties and Responsibilities

• Collaborate with AWSOM faculty and staff to ensure the Associate Dean and Department Chair’s schedule operates with consistency and efficiency.
• Coordinate projects and meetings with internal and external participants via Zoom or in-person.
• Anticipate and respond to internal and external requests with efficiency and professionalism.
• Manage, coordinate, and arrange travel and travel-related activities for the Associate Dean, Department Chair, and OCA faculty.
• Process expense reports via Workday ensuring accurate and timely reimbursements.
• Coordinate and document Curriculum Committee meetings, including preparing agendas, recording minutes, and distributing follow-up materials.
• Manage departmental purchasing by ordering supplies and serving as the department’s designated procurement cardholder.
• Oversee the reception desk by greeting visitors, answering phones, and directing inquiries to appropriate staff members.

• Support other departments as needed including Human Resources and the Dean’s Office.

• Track, monitor and follow-up on projects and action items associated with the Associate Dean and the OCA; work closely with the OCA to receive regular updates on outstanding items.
• Execute tasks that require excellent multitasking, organization skills and attention to detail.
• Function in dynamic high-paced environment.

• Work independently on assignments.
• Other duties as assigned.

Qualifications and Requirements

• High School Diploma
• One to three years’ full-time professional experience providing administrative support
• Proficient in Microsoft Office Suite, Zoom, and ability to learn new software applications
• Excellent verbal and written communication skills
• Strong interpersonal skills
• Strong time management skills with proven ability to meet deadlines 
• Ability to function in a fast-paced environment
• Ability to maintain confidentiality
• 3+ years of full-time professional experience providing senior level support (Preferred Qualification)
• Experience in higher education, medical education and/or healthcare (Preferred Qualification)

• Experience with Microsoft Teams (Preferred Qualification)
• Strong editing and writing skills (Preferred Qualification)
• Demonstrate strong judgment, intellectual agility, and flexibility regarding overall priorities and day-to-day tasks (Preferred Qualification)

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Alice L. Walton School of Medicine is an equal opportunity employer. All qualified applicants will receive consideration for employment.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement, background check and verification of being fully vaccinated for COVID-19. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.