Administrative Coordinator- INTERNAL ONLY

Clarkson University•Potsdam, NY

4d•$20 - $22

About The Position

This posting is for internal applicants only. Assist the Program Directors of the EMT, PT, PA, and OT programs in managing and operating the graduate program. The Administrative Coordinator will work cross functionally with multiple academic and administrative offices and will help sustain a welcoming, professional, and collaborative work culture and environment. Provide excellent customer service to all faculty, staff and students and guests of the department. Primary areas of responsibility for this position include: collaboration with graduate student admissions, recruiting, and support; new staff and student orientation and all phases of office administration. General Purpose: The Administrative Coordinator is responsible for providing a wide variety of clerical, secretarial and receptionist support for the department, department team members and the students associated with the department.

Requirements

Minimal Qualifications: Associates Degree in related field or a High School degree in equivalent with five (5) years of office experience.
Experience using PeopleSoft.
Intermediate experience with Microsoft Office Suite (Word, Excel, and PowerPoint).
Proven ability to handle difficult conversations and situations.
Excellent written and oral communication skills.
Resourceful with strong problem-solving skills and demonstrated ability to work independently.
Ability to interact effectively students, parents, faculty, and staff.
Ability to execute tasks in a busy academic environment.
Demonstrated flexibility and ability to work collaboratively in a team environment.
Ability to maintain and manage confidential information.
Positive attitude and professional demeanor.
Strong planning and time-management skills with the ability to prioritize tasks.
Demonstrated commitment to diversity and inclusion.

Nice To Haves

Preferred Qualifications: Bachelor’s Degree in related field

Responsibilities

Supporting and implement the day-to day operations of the department. (see department specific operations)
Serve as a point of contact for department and respond to changing situations with flexibility, including reprioritizing work as needed.
Schedule appointments/meetings and maintains calendars as required.
Organize and maintain files/records.
Manage communications including telephone, mail, web, email and meeting minutes.
Create, proof and distribute departmental correspondence, reports, memos, and related departmental documents.
Purchase supplies and maintain department inventory.
Ensure the accuracy of printed and online materials and program information.
Prepares graduate program information for the department website posting and ensure updates each semester.
Process inquiries and applications in PeopleSoft.
Oversee general operations, including processing and maintaining paperwork, records, and files required to support the departments and programs.
Direct phone calls, creates documents and correspondences and makes travel arrangements.
Demonstrates initiative in making decisions without direct supervision.
Implement improvements to workflows and processes for greater efficiency.
Manage financial processes, including purchase requisitions, performing P-Card reconciliation, budget file organization, and preparation of monthly budget reports.
Maintain and process student applications/departmental records, including corresponding related to acceptance, wait list, and rejection letters.
Provide guidance to students and faculty on policies, procedures, and graduation requirements.
Maintain confidentiality in all aspects of work.
Provide reception coverage including phone, visitor assistance, and communication with internal and external entities including clinical sites.
Assist with scheduling travel arrangements.
Prepare purchase requisitions and correspondence with limited instruction.
Monitor and maintain department budgets.
Participate in event planning and program implementations.
Provide oversight and training for work study students in general office procedures; monitor work for accuracy and completeness.
Update department website.
Assist with other projects, administrative duties, and initiatives as assigned.
Review graduate applications within Centralized Application Service (CAS) and ensure alignment with program admissions criteria.
Assign qualified applicants to appropriate faculty reviewers and support committee review processes.
Compile and maintain admissions data to support decision-making and trend analysis.
Participate in scheduled admissions committee meetings across PA, PT, and OT programs.
Coordinate admissions interviews, including preparation of Zoom links, distribution of interview schedules, and compilation of interview rubrics.
Calculate and consolidate interview and application scoring for committee review.
Update CAS configurations and admissions-related website content to ensure accuracy and compliance with accreditation and program requirements.
Work with program committees to review and update admissions policies and ensure compliance with accrediting bodies.
Send required admissions status updates including missing-document notices, decision notifications, deposit confirmations, and intent -to-matriculate communications.
Provide applicants with onboarding resources such as financial aid contacts, housing information, technology setup instructions, and program-specific next steps.
Support admitted-student engagement through cohort email group setup, welcome communications, and distribution of program welcome gift links.
Assist with recruitment and yield events specific to graduate admissions, including accepted-student programming and informational sessions.
Contact clinical sites to confirm placement availability and assist in securing new potential site partnerships.
Verify student information and documentation within EXXAT for accuracy.
Prepare and distribute end-of-clinical certificates to students.
Conduct outreach to new or prospective clinical sites regarding the availability of placement opportunities.