Program Assistant, Receptionist

Job description

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, Receptionist Reports to: Program Manager, Operations FLSA Classification: Non-Exempt Location: Bentonville, Arkansas (On-site) Date Reviewed : 09/04/2026 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 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, Receptionist serves as a key administrative support role at the Alice L. Walton School of Medicine, contributing to the mission of establishing the nation’s first medical school grounded in Whole Health principles. This position provides front-line reception and general administrative assistance, ensuring a welcoming and efficient environment for students, staff, and visitors. Essential Duties and Responsibilities Serve as the primary point of contact for guests and callers, ensuring professional and courteous communication. Manage visitor badge distribution, including tracking and assigning badges for all guests to ensure proper access and security protocols. Oversee ad hoc scheduling and coordination of meeting room calendars to support efficient space utilization. Manage incoming mail and support day-to-day operational needs. Maintain inventory and restock supplies in copy rooms, breakrooms, conference rooms, and restrooms to ensure consistent availability and functionality. Receive and distribute incoming mail and packages to appropriate faculty and staff; prepare and send outgoing mail and shipments as needed. Provide administrative support for managers, directors, and medical school events, ensuring timely and efficient completion of assigned tasks. Collaborate with administrative teams and departments across the school to support institutional activities. Engage with internal and external stakeholders, including AWSOM students, Heartland Whole Health Institute, local health systems, academic institutions, and Art and Wellness Enterprises (AWE). Perform other duties and responsibilities as assigned to support evolving organizational needs. Qualifications and Requirements High school diploma or equivalent is required. Associate degree or college coursework in business administration, communications, or a related field is preferred. Minimum of 2 years of experience in an administrative, receptionist, or customer service role is required. Experience within an academic, healthcare, or corporate setting is preferred. Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors is required. Strong organizational skills and attention to detail, with the ability to manage multiple tasks in a fast-paced environment is required. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar and scheduling software is required. Familiarity with expense reporting tools and virtual meeting platforms such as Zoom and Microsoft Teams is preferred. 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 and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.