Academic Program Assistant, Physical Therapy

University of St Augustine for Health Sciences•Dallas, TX

7d•Onsite

About The Position

The Academic Program Assistant provides administrative, logistical, and operational support for the assigned academic program, including support for academic leadership, faculty, and students. The role interacts regularly with academic support personnel and other campus and University departments regarding program operations. This is a campus-based position requiring on-campus presence five days per week, with occasional weekend support scheduled in advance. The position may also require occasional evening hours and travel to other campuses for academic events. The assistant supports academic events, program administration, daily program operations, and general administrative functions. The role coordinates faculty schedules and assignments, helps organize student orientations, and maintains student conference attendance. It also serves as a campus contact and provides reception coverage as needed. The position reports to a designated academic program leader and has no direct reports, though it may manage student worker schedules and timesheets if assigned.

Requirements

High school diploma or equivalent.
At least three years of experience as an administrative assistant.
Intermediate to advanced experience with Microsoft Office products, including Windows, Word, Excel, and PowerPoint.
Excellent verbal and written communication skills, including communicating with tact and discretion.
Strong project management skills and ability to manage competing priorities.
Ability to build and maintain strong partner relationships and positive working relationships with the public, supervisors, students, professional staff and faculty, and coworkers.
Willingness to work a flexible schedule when required.
Professional demeanor and ability to maintain confidentiality.

Nice To Haves

Bachelor’s degree or vocational training in office skills is highly preferred.

Responsibilities

Assist with planning and preparing academic events, including commencement, student honor society events, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
Attend academic events and provide on- or off-campus support, including occasional weekend and evening hours.
Manage and maintain program projects and records, including faculty credentials and documentation, Blackboard course assignments, syllabi and booklists, student status rosters, assessments, and contact lists.
Assist with collecting faculty accreditation documentation, including annual CEUs, updated CVs, and licensure requirements, and coordinate with departments to ensure accreditation files are complete and timely.
Coordinate and schedule candidate interviews, including invitations, onboarding schedules, and room preparation and setup.
Oversee day-to-day program and university-related functions.
Provide general administrative support, including scheduling meetings, maintaining files, tracking expenses, arranging travel, taking meeting minutes, delivering classroom materials, and handling business card requests.
Serve as a campus contact for faculty, staff, students, alumni, visitors, and outside agents, relaying University information, policies, procedures, and activities.
Provide reception and front desk coverage for the Customer Service Coordinator as needed, such as during lunch breaks, vacations, or sick leave.
Coordinate with Assistant Program Directors to compile contributing faculty assignments.
Maintain the schedule of course coordinators and faculty.
Coordinate new student orientations with Student Services and Program Directors.
Verify program membership and order books for students on clinical rotations.
Maintain student conference attendance in EXXAT.
Serve on the Campus Readiness Team (Safety) and the campus reentry team as needed.
Travel to other campuses to support academic events if required.
Perform other duties and responsibilities that management may deem necessary.