Program Assistant, Finance and Administration

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, Finance and Administration

Reports to: Program Manager, Operations

FLSA Classification: Non-Exempt

Location: Bentonville, Arkansas (On-site)

Date Reviewed: 02/26/2026

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 located 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, Finance and Administration position helps create a welcoming and professional environment by serving as the primary backup for front desk operations and supporting daily visitor and reception needs. It manages inventory and ordering for promotional items and gift shop merchandise to ensure accurate stock levels and smooth retail operations. The role also provides a wide range of administrative support to the Administration and Finance division, including scheduling, document preparation, billing assistance, new hire onboarding assistance, and coordination across teams.

Essential Duties and Responsibilities

• Serve as the primary backup to the Program Assistant, Finance and Administration, providing front desk coverage, greeting visitors, answering phones, managing visitor badge distribution, and supporting day-to-day operational needs.
• Provide broad administrative support across the medical school, including scheduling assistance, meeting coordination, room reservations, document preparation, and general office operations.
• Support the Administration and Finance division with routine tasks such as assisting with billing workflows and financial tracking, managing renewals for subscription-based services, documentation, and communication with internal stakeholders.
• Maintain inventory of promotional items, branded merchandise, and gift shop products; track stock levels, process orders and reorders, coordinate with vendors, and ensure accurate organization and distribution of materials.
• Review social media comments and messages across platforms, flagging items for follow-up and coordinating with appropriate staff for response or action.
• Engage with internal and external stakeholders, including AWSOM students, Heartland Whole Health Institute, Art and Wellness Enterprises (AWE), local health systems, academic institutions.
• Provide administrative support for managers, directors, and medical school events, ensuring timely and efficient completion of assigned tasks.
• Other duties as assigned

Qualifications and Requirements

• High school diploma or equivalent, required.
• Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors, required.
• Minimum of 2 years of experience in an administrative, receptionist, or customer service role, required.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar and scheduling software, required.
• Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors, required.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks in a fast-paced environment, required.
• Associate degree or college coursework in business administration, communications, or a related field, preferred.
• Experience within an academic, healthcare, or corporate setting, preferred.
• Familiarity with expense reporting tools and virtual meeting platforms such as Zoom and Microsoft Teams, 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.