Administrative Assistant Physical Therapy Duquesne University

POSITION SUMMARY:

The Administrative Assistant plays a crucial role in supporting the Director of Clinical Education (DCE) and Assistant Director of Clinical Education (ADCE) in managing clinical education. This position demands meticulous attention to detail and involves performing complex and high-level secretarial tasks. The role requires extensive interaction with staff, faculty, and students. Standard work hours are from 7:30 am to 3:30 pm, Monday through Friday, with flexibility to accommodate departmental needs, such as early morning exams, weekend events, evening seminars, conferences, receptions, school graduations, and continuing education programs.

DUTIES AND RESPONSIBILITIES:

Clinical Education Administration

Maintains EXXAT (PRISM & APPROVE) software , which stores information on clinical sites and student placements.

Updates databases with details regarding individual site requirements and personnel changes.

Generates reports related to clinical education for the DCE/ADCE as requested.

Handles all correspondence between the DCE/ADCE, students, and clinical sites, including placement letters, site requirements, and general inquiries about rotations.

Schedules pre and post clinical education meetings for all clinical rotations for each class, coordinating student schedules, DCE/ADCE schedules, and room availability. Also provides necessary paperwork to students for completion.

Creates Excel tables for clinical education reports, including CCCE contact information, clinical instructor statistics, and site contact information.

Maintains the CastleBranch program , which involves communicating with account managers, responding to student inquiries about clearances, and updating the website.

Compiles a yearly spreadsheet of adjunct faculty, including clinicians who have worked with students during their clinical rotations.

Manages the Clinical Performance Instrument (CPI) interface , enrolling new students and clinical users, corresponding with clinicians and CPI Web support, and setting up evaluations for each student for each clinical rotation.

Processes all clinical education paperwork received after each clinical rotation, including calculating and entering clinical scores into a spreadsheet, summarizing strengths and weaknesses into a word document, and recording Clinical Instructor statistics in an Excel worksheet.

Updates and emails the clinical education manual to students and their upcoming clinical sites.

Coordinates the OSHA & Bloodborne Pathogen (BBP) training for students.

Prospective Students/Recruitment

Serves as a member of the departments Student Engagement Committee and assists with all administrative tasks related to this committee.

Serves as a liaison , communicating with prospective students and their families, scheduling campus visits (including meetings with faculty, current PT students, and class observations), and advising on admission requirements, curriculum, faculty, lab facilities, clinical affiliations, and other relevant program information. This role involves significant interaction with both prospective and current students.

Open Houses and Admitted Student Days: Organizes & sets up Physical Therapy marketing table(s) and materials.

Oversees the PT Student Ambassador Program , scheduling students for appropriate events and meetings with prospective students.

General Administrative Support

Provides assistance to Administrative Staff and Faculty by screening calls, greeting visitors, managing incoming and outgoing mail, copy requests, and interprets policies, rules and regulations in response to general inquiries.

Work directly with department faculty and staff to ensure that they have the tools and items needed to teach and test.

Follows purchasing procedures for office, classroom or lab needs which includes obtaining quotes, preparing purchase requisitions and handling shipping needs. Manages personal department procurement card.

Assists all PT faculty members with the following (correspondence, proofreading, copying, reserving rooms, equipment needs, etc.)

Manages student workers and graduate assistants, which includes but is not limited to coordinating the weekly laundry schedule and providing ongoing feedback and direction to ensure effective and efficient student employment utilization.

Maintains organization of physical therapy labs (141 Rangos & 435 Fisher) and coordinates equipment transfers between the two physical therapy labs for classes and matriculations.

Schedules student evaluation surveys for adjunct faculty every semester.

Submits service and departmental work orders as the need should arise.

Plan and prepare departmental events including but not limited to:

?Orientation and Continuing Education events

?White Coat Ceremony: Coordination of room, Priest, equipment, videographer, food,program printing, RSVP, catering.

?Yearly equipment Inspections including coordinating equipment repair appointments.

Document and take minutes during departmental faculty meetings.

Matriculation Exam Admin Support

Serves as the general point person for all parties involved with the Matriculation exam (faculty, visiting PTs & students)

Completes all administrative tasks related to the Spring PT Matriculation Exam included but not limited to: contacting/corresponding with outside PTs to assist with exam, arrange review sessions for students (reserve rooms for reviews), coordinate meeting times, arrange for food (breakfast & lunch) for faculty & PTs attending exam, arrange parking for visiting PTs, prepare testing folders/information for each faculty/PT pairing, keep all information regarding the exam confidential, work with faculty to set up remediation exams (reserve rooms, supply new exam problem(s).

Oversee Undergraduate Requirements

Tracks requirements for Undergraduate (UG) PT students who are matriculating into the Professional Phase of the PT Program including: appropriate number of shadowing hours, CPR certification & all health requirements.

Works with DU Student Health Services in requesting any health requirements the student is missing.

Answers questions from UG students regarding the requirements.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

Associate's degree from an accredited institution and 2-4 years of progressively responsible and related support experience.

Preferred qualifications:

A Bachelor's degree in Business or closely related field of study is preferred.

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Knowledge of accounting and budgetary theory, principles and practices

Knowledge of state and federal laws and regulations pertaining to departmental budgets and accounting practices

Skill in applying accounting and financial management principles

Ability to work both independently and as part of a team

Excellent interpersonal skills with a customer service orientation

Ability to communicate effectively, both orally and in writing

Excellent organizational skills with the ability to be attentive to the details

Ability to work a flexible schedule as needed in order to attend Department, School and University events

Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and Access

Willingness to learn new technologies relevant to the position

Ability and willingness to assist with other tasks in the Office as needed

Enthusiastically seeks out work and new assignments\

Shows interest and initiative in taking on new and challenging assignments

Good problem-solving skills with a can do approach

Ability to work independently on complex and confidential issues related to the day-to-day operations of the Department

Effective organizational and administrative skills required

Ability to initiate and follow through with work responsibilities and to meet deadlines

Ability to establish and maintain effective working relationships with the University Community

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.