Program Administrator – Physical Therapy and Kinesiology

General Summary of Position:

The Program Administrator provides academic program, fiscal, and other support to the Department of Physical Therapy and Kinesiology by working with the department chair, program coordinators, faculty, students, and the University community.

1. Support academic programs at the undergraduate and graduate levels:

• Work with the undergraduate and graduate program directors and chair to facilitate departmental activities that promote student success.
• Provide support for clinical education at the undergraduate and graduate levels.
• Maintain and update the department website and oversee continuity between program decisions and inclusion on the website, and program materials and in student manuals.
• Support faculty needs associated with their teaching and advising duties
• Assist the chair and program directors with course scheduling activities, including CourseMaster submission, as well as program development and evaluation.
• Assign academic advisors to students in consultation with the program directors and chair.
• Maintain student records and advisor lists and distribute appropriately.
• Review DIG (Declaration of Intent to Graduate) forms for eligible students, review Advising Reports to assure requirements have been satisfied, work with the Registrar’s Office to ensure graduation requirement issues have been addressed and resolved, submit the proofread DIG form and Advisement Report to the undergraduate coordinator for review.

2. General office duties and departmental support activities:

• Serve as the department liaison to other offices and departments on campus (i.e. Registrar, ORA, etc.).
• Work with the chair and department faculty to develop marketing strategies for prospective students.
• Support logistics for the execution of accreditation visits and activities.
• Record minutes for departmental meetings, and provide follow-up on action items as needed.
• Hire, train, and supervise student workers to support Department and faculty functions.
• Coordinate projects for student workers to assure maximum impact and support of department and faculty.
• Manage student worker schedules and timesheets, and approve payroll submissions.
• Manage the faculty evaluation timelines and prepare student evaluation packets for distribution.
• Submit completed TA/RA evaluations to the Dean’s Office
• Update and distribute undergraduate and graduate student manuals.
• Ensure accurate and updated department directory for faculty and staff.
• Assist with college-wide events as necessary.
• Make arrangements (such as venue and catering) for faculty events.
• Represent the department at student recruitment events.
• Enlist and train students for recruiting and yield events.
• Manage faculty syllabi and office hours each semester.

3. Oversee and maintain the fiscal elements of the department:

• Maintain department financial records and support the department chair in monitoring budgets.
• Maintain office supply inventory, order office supplies as needed, and assist faculty and staff with supply requests.
• Enter requisitions and follow up on creation of purchase order.
• Submit invoices and close purchase orders.
• Track professional development funds.
• Reconcile monthly expenditures.
• Place orders and maintain records of Equipment Fund purchases.
• Support pre-tenure faculty with start-up accounts.
• Act as a liaison for faculty to support structures in ORA.
• Process expense reimbursements for faculty travel or research related expenses.
• Assist with the Year-End closing of the operating and equipment budgets.

4. Assist with data analytics and report generation:

• Assist with formatting and printing of spreadsheets and documents for the Chair and program coordinators, as necessary.
• Establish and maintain student databases, analyze retention and graduation rates, and provide analysis to department chair and program coordinators.
• Compile faculty workload report each semester
• Contribute administrative support to accreditation preparation and annual reporting activities.
• Manage departmental records to ensure compliance with the Commission on Accreditation of Physical Therapy Education Guidelines
• Assist the department chair and program coordinators with tracking reports for enrollment, grant submission, research expenditures, and strategic planning efforts.

5. Communication:

• Answer phones and forward inquiries appropriately
• Schedule meetings for department chair
• Assist and direct, as appropriate, visitors to the Department office
• Serve as reception for the Department