Adminstrative Coordinator I

The Community Solution Education System•Portland, OR

16d•Hybrid

About The Position

The Administrative Coordinator I provides administrative support for the occupational therapy program for financial processes, ordering/receiving equipment and supplies, preparing program-related communication, liaison with fieldwork and capstone clinical sites for contract management, onsite lab/fieldwork support, and event organization assistance. Preference is for this person to live in or near Portland, OR to allow for periodic on-campus work to assist with onsite lab/ fieldwork implementation. The individual in this role is self-directed and comfortable working as part of a team or independently and provides accurate, reliable, and timely assistance and information to administrators, faculty, staff, and students.

Requirements

Associate level or equivalent experience
Experience with administrative tasks
Ability to work effectively with University administrators, faculty, staff
Excellent computer skills and proficiency with office productivity software, to include advanced skills in MS Excel, Word, and PowerPoint
Ability to input, organize and evaluate basic and complex data and information in electronic format
Skilled in providing excellent customer service, including highly effective written and verbal communication skills
Demonstrated ability to utilize discretion and confidentiality with all work and work products. Familiar with FERPA and HIPAA guidelines
Ability to establish and maintain effective working relationships with individuals and groups and to collaborate and work effectively as a team member
Attention to detail and ability to organize, prioritize work and meet deadlines
Ability to work effectively in a rapidly changing, fast-paced professional environment with regular interruptions
Demonstrated ability to think quickly and act appropriately in emergency situations
Willingness to learn and take on tasks of increasing responsibility
Ability to manipulate data electronically and provide technical assistance to others, communicate technical/complex information both verbally and in writing; establish and maintain cooperation, understanding, trust and credibility; perform multiple tasks concurrently and respond to class scheduling effectively.

Nice To Haves

Bachelor’s degree
Experience working with a relational database.
Familiar with occupational therapy education processes.
Familiar with processes for clinical placement of students.
Excellent skills with database management, use of Office 365 products, Sharepoint, and Teams

Responsibilities

Support the overall administrative functions of the Occupational Therapy Doctoral Program
Assist with ordering supplies
Assist with developing and distribute program-related communication to faculty, students, and external parties of interest, such as department newsletters
Provide students with guidance on administrative processes related to their fieldwork and capstone placements, as well as general program inquiries.
Assist students with preparing necessary documentation and reviewing requirements
Utilize electronic record systems (e.g., academic databases, placement software) to manage and track student documentation, ensuring data integrity and confidentiality.
Assist students with troubleshooting access to Exxat and other program specific software and report any technical issues
Assist the Academic Fieldwork Coordinator (AFWC) in managing and organizing student placement requirements:
Verify licensure for fieldwork educators (FWEs)
Distribute and track completion of required ACOTE forms by FWEs- agreement of site objectives, credential updates, midterm and final student evaluations
Student completion of their individual profiles, compliance records (e.g., immunizations, background checks, and certifications)
Following up with students to make sure that all additional screenings/vaccinations required for their individual fieldwork placements are met.
Tracking student completion of ACOTE required forms - Student evaluation of FWE and site, objectives submitted.
Support the Doctoral Capstone Coordinator (DCC) with tasks related to student capstone project placements:
Tracking of required documentation
Maintaining up-to-date records of student progress.
Distribute and track student required forms- evaluation of capstone experience and site.
Track mentor forms.
Follow up on the affiliation agreement process, track the progress, request legal reviews for non-UWS agreements, utilize SignNow to get signatures from appropriate parties, upload fully executed agreement into Teams Folder and Exxat, document site-specific health requirements to make sure students can see them, track expiration dates, and request updated agreements prior to expiration dates.
Maintain professional and timely communication with external partners (e.g., clinical fieldwork sites, community-based organizations) to ensure smooth coordination of student placements.
Maintain accurate and up-to-date databases related to fieldwork and doctoral capstone placements, student progress, and compliance requirements.