What are the responsibilities and job description for the Administrative Assistant, Occupational Therapy position at William Carey University?
Job Summary
Under the supervision of the Director of the Occupational Therapy program, the administrative assistant/special projects coordinator performs duties relative to service of students, faculty, staff, and the general public in carrying out functions of the OT department as well as the entire COHS as needed. In addition, the candidate will provide assistance in the coordination of communication and special projects as assigned. The candidate may have other responsibilities commensurate with experience.
Duties and Responsibilities
This job description does not state or imply that these are the only duties to be performed by the employee occupying this position. Duties and responsibilities listed are essential job functions and exclude functions which are incidental to the performance of fundamental job duties. All duties and responsibilities listed below should be performed in an effective and efficient manner.
- Assist the university in implementing the Statement of Purpose
- Assist the university in implementing the long-range institutional and financial plans
- Assist the Occupational Therapy department in implementation of the program in accordance with state and national accreditation standards
- Participate in or assist with University and the Occupational Therapy Department and COHS as requested by supervisor.
- Greet and assist students, employees and others entering office
- Provide necessary forms to students/employees, and assist with completion of forms
- Serve as receptionist as needed by answering phone, voice-mail, and email for the department and distributing messages as needed.
- Distribute mail
- Produce letters, reports, and minutes from rough drafts utilizing word processing skills.
- Maintain an accurate and complete filling system for students and faculty.
- Assist with revisions and printing requests for the Occupational Therapy Department and COHS
- Complete special tasks including but not limited to fingerprinting students and faculty, completing special reports and documents, and arranging room assignments.
- Organize and maintain student/employee files
- Maintain program, student and employee forms and packets
- Assist supervisor with planning, organizing and recording minutes for monthly faculty meetings.
- Assist supervisor with planning recruitment, graduation and community of interest events.
- Assist supervisor with processing purchase orders, check requests and mileage reports
- Assist supervisor with printing and mailing student information, orientation, and admission information.
- Assist supervisor with planning and coordination of student and faculty orientations
- Track and organize program applications
- Maintain an effective working relationship with University personnel, students and the community
- Maintain a clean and organized working environment
- Demonstrate exceptional adherence to work schedules
- Demonstrate exceptional adherence to University and the Occupational Therapy Department, Policies/procedures.
- Assist supervisor with additional tasks as assigned
Required Qualifications
- Ability to use common office productivity software, including Microsoft Office suite (Word, Excel, and Outlook).
- Ability to learn WCUs student database software
- Ability to simultaneously handle multiple tasks, solve practical problems and deal with a variety of situations and people
- Ability to respect and adhere to the strict confidentiality requirements of the Occupational Therapy Department and the COHS
- Ability to make mathematical computations quickly and accurately
- High school diploma
Preferred Qualifications
- Work experience in higher education
- Active Commission as a Mississippi Notary Public
- Bachelors degree in business or related field from a regionally accredited institution.
Physical Demands
- Must possess mobility to work in a standard office setting, and to use standard office equipment including a phone, computer and 10-key calculator
- Must have vision to read printed materials and a computer screen; hearing and speech to effectively communicate in person and over the telephone
- Must have the ability to sit or stand for extended periods of time (up to 4 hours consistently)
- Must have strength and agility to move files, paper boxes, and minor office equipment.
- Must have ability to lift and carry 25 pounds
- Must have ability and stamina to accompany students and paperwork to and from Student Services.
