Administrative Assistant for Occupational Therapy

St. Ambrose University • Davenport, IA

6d

About The Position

St. Ambrose University is seeking a full-time Administrative Assistant to support the Occupational Therapy Department’s academic, clinical education, and experiential learning activities. The position coordinates departmental processes such as course support, clinical contracts and affiliation agreements, and documentation of university and student requirements related to clinical education and fieldwork compliance. The Administrative Assistant works independently with minimal supervision and serves as a key point of contact for students, faculty, clinical partners, and others through in-person, phone, and email communication. The role also provides guidance and support to graduate assistants and supervises graduate assistants.

The successful candidate will be organized, collaborative, and communicative, with strong attention to detail, initiative, and a commitment to supporting students and the department. A minimum of an associate’s degree in a related area and knowledge of the assigned work area are required. Previous experience is preferred, and experience with health requirement compliance is a plus. The role may occasionally require variation in the number of hours or specific days worked per week. Compensation is paid in accordance with the Fair Labor Standards Act.

Requirements

• A minimum of an associate’s degree in a related area.
• Knowledge of the assigned work area.
• Strong written and verbal communication skills.
• Attention to detail and accurate data-entry skills.
• Computer skills, including working knowledge of Microsoft Office Suite, especially Word, Access, and Excel, and internet capabilities.
• Ability to interact professionally with faculty, staff, students, and other constituents.
• Excellent interpersonal skills and professional behavior.
• Tact and diplomacy, ability to maintain confidentiality, initiative, ability to work with minimal supervision, and willingness to accept constructive criticism.
• Competence using a variety of office machines.
• Competence using Microsoft, Excel, and Google applications.
• Excellent organizational skills.
• Willingness to learn new technology as needed.
• Ability to vary the number of work hours or specific workdays occasionally, if necessary.

Nice To Haves

• Previous experience is preferred.
• Experience with health requirement compliance is a plus.
• Experience with medical terminology and understanding of common immunization and screening requirements, or willingness to learn.

Responsibilities

• Support clinical education faculty in the department.
• Communicate with students and clinical sites about clinical education contracts, site requirements, and health requirements.
• Order or run state-specific background checks as assigned.
• Track student records and data in applicable record management systems, such as EXXAT and other databases.
• Prepare clinical education and fieldwork site paperwork.
• Assist with coordination of departmental events and events involving clinical and community partnerships.
• Support faculty with course management, including learning management systems and proctoring.
• Use office equipment and software, including photocopiers, telephones, fax machines, computers, and Microsoft Office products.
• Monitor program, site, and contract requirement documentation.
• Maintain compliance with and abide by FERPA policy.
• Support organization of departmental and course files.
• Supervise graduate assistants.
• Provide guidance and support to graduate assistants.

Benefits

• Competitive salary commensurate with experience.
• Comprehensive benefits package, including medical, dental, vision, and retirement plans.
• Generous paid time off and holidays.
• Tuition remission.
• Professional development opportunities.
• Supportive and collaborative work environment.
• Access to campus amenities, cultural events, and recreational facilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree