Occupational Therapy - Program Assistant

Position Summary Program clerical/administrative support and department liaison activities. Provide clerical support to the Program Director, Senior Department Assistant/Student Services Coordinator, Academic Fieldwork Education Coordinator, faculty, and students of the Occupational Therapy Program.  Principal Duties & Responsibilities Provide clerical and administrative support to the Program Director, Department Coordinator, Academic Fieldwork Education Coordinators, and program faculty, including any and all general clerical functions such as copying, typing, filing, scanning, scheduling appointments, booking rooms, etc., as needed for the day-to-day operation of the Occupational Therapy program. Provide a professional and welcoming reception to all department visitors (including staff, faculty, students, and others). Organization of all department materials, maintaining and overseeing the OT program assessment collection, library, software, and program equipment, including regular organization/tidying of materials, inventory checks, and updating orders as necessary every semester. Create, update, and transfer all department data from hard copies to digital format for ease of use and accessibility. Support the processing of department budget/financially related tasks.  Complete all appropriate paperwork in a timely manner – processing of invoices, expense vouchers, use of P-card, SHU eBuy, Concur, and follow through with all purchase orders, including laboratory/program equipment, supply ordering, and library book acquisitions, repairs, and servicing, requests for samples and desk copies.  Note – any budgeting/financial processing activities and information require confidentiality, until such time as instructed to release such information. Maintain and update inventory databases for department materials purchases. Assist the Department Coordinator in posting expenditures to all relevant budget files and support tracking accounts/expenditures for OT Program, LAB, SOTA, Pi Theta, Faculty Development, Foundation, Global Missions accounts, and others that may develop.  Run expenditure reports as requested. Support the hiring processes for adjunct faculty.  Prepare adjunct contract letters, maintain files for all adjuncts, and coordinate with other university departments such as the AVP office, HR, and payroll. Support tasks required through Dayforce (to pay adjuncts). Maintain and oversee the use of all OT teaching and storage spaces - classrooms, labs, closets, etc.- including the organization of materials and regular sanitizing of equipment, tables, and cubicles. Respond to any requests for information regarding the occupational therapy program, and information about occupational therapy or occupational therapy services requested by anyone within or outside the department.  Maintain public relations/communications materials in the department and respond to requests for information on the program in a timely manner. Maintain the program calendar, faculty calendars, vacation requests, vacation calendar, room schedules, etc., as requested by the Program Director.  Maintain and file Program meeting minutes, including alumni database, program faculty meeting minutes, and Student OT Association Minutes. Supervise work-study students, ensuring the work study student support the routine and clerical aspects of this role. Serve as the department liaison to all University programs in a professional and collaborative manner (Purchasing, Chartwells, Admissions, Dean’s, Vice President of Academic Affairs, President, etc.) Create a professional, collaborative, and collegial department environment in which program objectives may be met. Serve as event coordinator for all Program events (i.e. capstone presentation, graduation, applicant interviews, orientation, semester reviews) as well as any special events including faculty retreat, reunion, candidate interviews, meetings, conferences and other events as requested.  Arrangements may include making room reservations, room set up, refreshments, and handouts. Assist the Department Coordinator during any report/operations preparation - run data reports as requested (e.g. student GPAs, monitor admissions/acceptances, check NBCOT pass rates, conduct counts, support the creation of cohorts/sections, etc.).   Become familiar with University software systems, as required for department operations – SHU EBuy, Colleague, and Reporting Services. Enter course schedules/course numbers/sections each trimester and engage with the registrar’s office. Enter all payroll information and credit loads in the ADJ/OL system. Other duties as assigned. Knowledge, Skills, Abilities & Other Attributes High School Diploma required.  Five to seven years of administrative/secretarial experience. Excellent interpersonal and collegial skills, including face-to-face and telephone interactions. Demonstrate excellent skills in Windows, Excel, and Microsoft Office; develop skills with SHU eBUY Concur, Colleague, and other department software as required. Good organizational and time management skills. Must be a self-starter and able to manage a busy office with multiple tasks. Able to complete all tasks in a timely fashion, including occasional tasks requiring a rapid turnaround time. Assertive and able to take initiative in getting things done and following up with functions of the office/program. Exhibit confidentiality in all aspects of this role. Initiate sound judgment.  Demonstrate working knowledge of the University and College, and demonstrate the ability to work independently.   Unusual Working Conditions Full-time position Hours: 8.00 am – 4.30 pm or 8.30 – 5.00 pm (with lunch break).  Occasional hours beyond the typical day required (with advance notice) Active office role with multiple tasks and demands This role requires excellent customer service skills and confidentiality skills.