Academic Program Assistant, Occupational Therapy Program
About The Position
The Academic Program Assistant provides administrative, logistical, and operational support for all aspects of the assigned academic program, including support for academic leadership, faculty, and students. The position works regularly with academic support personnel and departments across the campus and University. It is campus-based and requires on-campus presence five days per week, with occasional scheduled weekend support. The role may also require occasional evening hours and travel to other campuses to support academic events. The assistant supports academic events and program operations, maintains program and accreditation documentation, coordinates interviews and student orientations, and provides general administrative and faculty and student support. The position reports to the Academic Program Director. It has no direct reports, but 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 the ability to communicate with tact and discretion.
- Excellent project management skills and the ability to manage competing priorities and build and maintain strong partner relationships.
- Ability to establish and maintain 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.
Responsibilities
- Assist with planning and preparing academic events, including commencement, student honor society activities, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
- Attend academic events and provide on- or off-campus support; occasional weekend and evening hours may be required.
- Manage and maintain program projects and records, including faculty credentials and documentation, Blackboard course assignments, course syllabi and booklists, student status rosters, assessments, and contact lists.
- Assist with gathering faculty accreditation documentation, including annual CEUs, updated CVs, and licensure requirements, and coordinate with departments to ensure accreditation files are complete and timely.
- Coordinate candidate interviews, including meeting invitations, onboarding schedules, and room preparation and setup.
- Oversee day-to-day functions of the program and university-related activities.
- Provide administrative support by scheduling meetings, maintaining files, tracking expenses, arranging travel, taking meeting minutes, delivering classroom materials, and submitting 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.
- 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 campus reentry team as needed.
- Perform other duties and responsibilities assigned by management.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
