UNIV- Administrative Coordinator I, College of Health Professions, Department of Rehabilitation Sciences, Division of Occupational Therapy

Job Description Summary

Plans, coordinates, and performs a variety of complex administrative functions in support of the Department of Rehabilitation Sciences and the Division of Occupational Therapy within the College of Health Professions.

The individual filling this position must be able to interpret agency policies, procedures, rules, regulations, and program services; the ability to plan, organize, and maintain files for accreditation and special projects; and the ability to communicate effectively, handle simultaneous projects, and meet deadlines in a timely manner. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office including Microsoft Word and Excel are required. Knowledge of Microsoft PowerPoint desired.

To apply, include a detailed employment history, resume, cover letter, and a list of three professional references.


25% CARES Clinic Support
Oversees the organizational and administrative aspects of the Community Aid, Relief, Education and Support Clinic (CARES) Therapy student-run free Clinic. Manages the online CARES documents. Ensures policy and procedures for the CARES therapy clinic are up to date. Assists students with the organization of interviews and training of all CARES Board of Directors (BOD) members. Participates in CARES faculty meetings as a non-voting member of the BOD. Assist in marketing, newsletters, and patient and clinician recruitment for CARES Therapy. Provides administrative assistance with fundraising activities. Assists with patient scheduling as the secondary contact point for patient referrals (fax, phone). Provides visionary assistance along with CARES faculty in ideas to improve the CARES therapy clinic. Assists with registration, travel arrangements, and materials, for student presentations related to the CARES Therapy Clinic. Assists with approval and scheduling transportation for patients who qualify. Provides additional administrative support to CARES as needed.

15% General Program Support
Plans, coordinates and performs division administrative tasks. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting staff and faculty in meeting critical deadlines. Maintains division calendars, supports division faculty with shipments, and maintains division email distribution lists. Performs other administrative support functions and special projects as requested by the Division Director. Provides step-by-step instructions for students who are interested in a work-study position to complete before beginning employment. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.

15% Executive Division Support
Plans, coordinates, and performs administrative support services for the OT Academic Division Director, OT Assistant Director, and the OT Post Professional Program Director including preparing correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintains calendars and schedules appointments.

15% Purchasing and Travel Support
Prepares faculty travel estimates for approvals. Faculty travel requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Complete faculty expense reports. Prepares Supply/Equipment Requests and supporting documentation for all purchases and is responsible for ensuring requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Coordinates the purchase of equipment and all supporting documentation for the division.

10% Accreditation Support
Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicates with faculty and adjuncts to gather information for appendices and assembles draft of appendices. Maintains student handbook and updates to the strategic plan and progress towards objectives.

10% Special Event Management
Make travel arrangements and develop itineraries for division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the OT Advisory Board meetings. Coordinate the OT Maralynne D. Mitcham Lectureship and Alumni Luncheon. Provides administrative suppor