Administrative Officer - School of Health Professions (Occupational Therapy Education)

Department:

SHP Occupational Therapy Education (OTE)

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Occupational Therapy Education

Position Title:

Administrative Officer - School of Health Professions (Occupational Therapy Education)

Job Family Group:

Professional Staff

Job Description Summary:

The Administrative Manager/Administrative Officer is a full-time position within the Department of Occupational Therapy Education. This role provides essential administrative oversight and support, including fiscal management and departmental staff support.

Job Description:

Job Duties

• Manage daily operations of the Occupational Therapy Education (OTE) office, ensuring efficient workflows, consistent communication, and administrative support for faculty, staff, and students.

• Supervise administrative staff by assigning work, providing onboarding and training, and monitoring performance to ensure operational continuity and service excellence.

• Recommend and implement process improvements to enhance administrative efficiency.

• Lead the development, administration, and oversight of departmental budgets, including operating, state, grant, and foundation/KUEA accounts.

• Prepare, analyze, and present financial reports to the Chair to support planning, forecasting, and decision-making.

• Oversee financial operations, including purchase orders, BPC transactions, and KUEA check requests and deposits, ensuring compliance with procurement and audit requirements.

• Serve as the primary departmental timekeeper, ensuring accuracy and compliance with institutional guidelines.

• Coordinate Promotion and Tenure (P&T) processes by managing documentation and timelines in collaboration with the School of Health Professions.

• Support faculty and staff in meeting ACOTE accreditation requirements, including data collection, documentation, surveys, and departmental reporting.

• Oversee compliance for academic programs related to copyright, course materials, and instructional technologies.

• Manage departmental data systems, online reporting tools, and documentation supporting academic programs, research activities, and operational needs.

• Coordinate departmental meetings, including scheduling, agenda preparation, minute-taking, and follow-up with the Chair.

• Represent the department at institutional trainings, committees, and school-level administrative meetings.

• Facilitate administrative processes for academic programs, including student records management, documentation workflows, and compliance tracking.

• Oversee the development and administration of departmental surveys and reporting tools for evaluation, accreditation, clinical education, and scholarship tracking.

• Ensure effective communication among students, faculty, staff, and external partners, exercising judgment in escalating issues as appropriate.

• Assist the Chair and faculty with special projects related to research, clinical partnerships, community engagement, and departmental communications.

• Coordinate meetings, seminars, site visits, and departmental events in support of institutional priorities and external partnerships.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Work Experience:

• 6 years’ experience in an administrative assistant role. Relevant education may substitute on a year for year basis.

• Experience with multiple purchasing software and system applications.

Preferred Qualifications

Education:

Master's degree in business or public administration or related field.

Work Experience:

• Experience as an administrative officer or similar position in an academic environment.

• Experience within the University of Kansas Medical Center.

• Experience with Workday software.

• Experience with OneSolution (KUEA financial software).

Skills

• Communication.

• Decision making skills.

• Time management.

• Attention to detail.

• Interpersonal skills.

• Problem solving.

• Collaboration.

• Computer skills.

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