Occupational Therapy Department - Academic Department Assistant

Position Summary

Provides administrative support to the Program Director and coordinates the administrative support services of the Department, meeting the needs of faculty, students, and other support personnel.

Functions as administrative support to the Fieldwork Coordination Assistant, the Academic Fieldwork Coordinator, and the Occupational Therapy Program to assure compliance with the demands of program operations, fieldwork coordination, ACOTE, SARA, program, and University requirements.

Principal Duties & Responsibilities

• Manage administrative functions as assigned by the Program Director.
• Maintain accurate and confidential records for students, admissions, accreditation, and program evaluation.
• Collaborate with faculty to assist in creating, revising, and distributing the student manual and other program-related materials.
• Assist in the planning and execution of departmental events such as student orientations, pinning ceremonies, and graduation celebrations.
• Coordinate with university marketing to maintain and update OT program materials, website, and social media accounts.
• Develop and distribute promotional and recruitment materials to enhance program visibility and outreach.
• Facilitate alumni engagement and communication through newsletters, surveys, and other outreach initiatives.
• Support the program's admissions cycle by serving as a communications liaison between the Program Director, the department admissions team, marketing, and prospective applicants.
• Manage all aspects of new OT Graduate Program student onboarding, including registration, completion of required forms, fieldwork documentation, assignments, health records, and requirements.
• Coordinate cohort scheduling and registration, ensuring alignment with academic calendars and resolving any related issues.
• Assist the Program Director and department faculty in creating reports and communications, including the ACOTE annual report, department surveys, alumni engagement, etc.
• Monitor all student outcomes and successes-track NBCOT results, monitor students' academic success, and support the PCP Committee and its actions.
• Prepare and deliver documentation required for state licensure and academic verification requests from NBCOT and program graduates.
• Review, maintain, and ensure timely updates of all Memoranda of Understanding (MOUs) and site contracts related to fieldwork placements.
• Support Fieldwork scheduling and ensure timely completion of related tasks by sending reminders to students, sites, and faculty.
• Conduct interviews, hire, and supervise the Fieldwork Graduate Assistant.
• Use state licensure and NBCOT databases to verify, print, and upload current fieldwork educator licenses and NBCOT certifications to Exxat; promptly notify the AFC if credentials are missing or not current.
• Log and upload all ACOTE and program evaluation documents related to student performance in Level I and II Fieldwork, ensuring compliance with accreditation standards.
• Ensure all Level II Fieldwork evaluations are uploaded to Perceptive Content.
• Support the Fieldwork Coordination Assistant in ensuring student compliance with fieldwork readiness requirements, including managing CastleBranch and Exxat accounts for background checks, health forms, drug testing, health insurance, CPR certification, titers, immunizations, and other documentation.
• Maintain a professional environment that supports the goals of the MSOT program and Fieldwork objectives, while ensuring adherence to FERPA, HIPAA, and a collegial atmosphere among faculty, staff, and students.
• Generate and analyze fieldwork data reports required for ACOTE documentation and program evaluation.
• Gain and maintain specialized knowledge regarding ACOTE program requirements and fieldwork compliance.
• Become proficient in using Exxat FW, Formstack, and other relevant software platforms.
• Stay informed about current ACOTE standards.
• Develop a thorough understanding of the program's objectives and fieldwork evaluation strategies.
• Understand and remain current on SARA regulations.
• Other duties as assigned.

Knowledge, Skills, Abilities, & Other Attributes

• Possess 3-5 years of administrative experience, preferably in a fast-paced office environment.
• Demonstrated excellence in written and verbal communication, including in-person, phone, and email interactions.
• Proficient in Microsoft Office Suite, with advanced skills in Word and Excel.
• Eager and able to learn fieldwork management software; experienced with CastleBranch and other relevant platforms preferred.
• Highly organized with strong time management abilities and attention to detail.
• Self-motivated, capable of managing multiple priorities and tasks independently.
• Proven ability to meet deadlines, including projects requiring quick turnaround.
• Proactive and assertive, with a strong sense of initiative and follow-through.
• Maintains confidentiality, exercises sound judgment, and understands university protocols and operations.
• Committed to becoming an expert user of the Exxat fieldwork software platform.

Unusual Working Conditions

Occasional working hours beyond the typical day are required, with advance notice.

This role requires excellent customer service skills and the ability to succeed in a fast-paced office environment with multiple competing tasks and demands.