Professional Staff Assistant to the Occupational Therapy Program Director

Colorado Mesa University•Grand Junction, CO

5d•Onsite

About The Position

The Professional Staff Assistant to the Occupational Therapy Program Director is responsible for all aspects of the day-to-day operations of the occupational therapy master’s program. The Professional Staff Assistant will develop, direct, and coordinate the daily operations and public relations of the Occupational Therapy Master’s program by providing administrative assistance to the Program Director, responding to student and faculty concerns, maintaining course records, financial and budgeting management, and assisting with the preparation of reports, documents, and dossiers.

Requirements

Bachelor’s degree from an accredited college or university.
Minimum of two years’ related experience in office/project management.
Proficient with all Microsoft Office Suite applications to include, Word, Excel, Outlook and Adobe Acrobat.
Excellent organizational skills due to multiple assignments and fluctuating priorities.
Must be detail-oriented and have the ability to communicate effectively and clearly both verbally and in writing.
Assistance with budget

Nice To Haves

Experience in a direct support relationship in an institution of higher education or similar type of organization preferred.

Responsibilities

Provides professional assistance to the Occupational Therapy Program Director, Head of Kinesiology, and program faculty in the overall administration of the Occupational Therapy Program.
Supervises and manages the daily operations of the Occupational Therapy Program office.
Schedules and monitors appointments, prepares reports for meetings, answers routine inquiries, and aids in ensuring the image of the University and the Kinesiology department, specifically the Occupational Therapy program is upheld to exemplary standards.
Supervises and manages work study students.
Responds to student and faculty questions and concerns according to departmental and university policies and procedures.
Takes the appropriate steps to investigate, resolve, or appropriately address issues using independent judgment.
Participates in all assigned meetings, takes minutes, and transcribes in a prompt fashion for dissemination to program attendees.
Independently plans and prepares reports necessary for data collection of program inventory.
Secures necessary program materials via fax, postal service, or university procurement.
Follows program budget and maintains documents on all program invoices for equipment, office materials, and classroom supplies.
Orders and tracks all departmental supplies as well as assists faculty with obtaining needed classroom supplies and materials.
Plans, organizes, and prepares major projects and activities for the Occupational Therapy Program.
Handles incoming and outgoing telephone calls as well as independently follows up on phone, written, and email correspondence with related departments throughout the university and with the public.
Establishes and maintains courteous, cooperative, service-oriented relationships, with the public and other members of the department.
Demonstrates effective problem-solving skills and professional behavior.
Participate in organizing materials and creating documents necessary for initial and ongoing accreditation.
Serves as a resource for knowledge for the public, students, faculty, and other departments.
Controls office workflow, exercising substantial judgment and working with minimal supervision.
Maintains all student files including any electronic records according to ACOTE policies.
Ensures FERPA policies are followed for any communication regarding students.
Reviews, analyzes, and comprehends sensitive and legal/confidential materials in the function of this office (e.g., FERPA).
Advises and handles dissemination and coordination of such matters, utilizing correct protocols.
Understands the role of FERPA in this environment.
Plans, organizes, and arranges for the hosting of various meetings, events, or activities sponsored by, or involving the Occupational Therapy program.
Ensures speakers and faculty have functional IT equipment and problem-solves how to obtain assistance in the case of malfunction.
Plans and organizes room accommodations, meals, and general coordination of specific events or activities.