Administrative Assistant and Accreditation Support Specialist- Physical Therapy

Concordia University is a Lutheran higher education community committed to helping students develop in mind, body and spirit for service to Christ in the Church and in the world.

Position Summary

Concordia University seeks a full-time Administrative Assistant and Accreditation Support Specialist for the Physical Therapy Program. This position provides clerical and technical support to the Physical Therapy Department, Dr. Dale Gerke Program Chair and Dr. Halee Shepard, the Director of Clinical Education (DCE). This position supports academic programs and clinical placements that are accountable to external accrediting bodies. This position requires detailed knowledge of word processing software, databases, and web page design and a willingness to learn and use program-specific software for student, program and placement data management. The position reports to the Physical Therapy Program Chair and supports academic and clinical programs located on the Mequon campus of Concordia University. The hours are Monday through Friday with occasional evenings. Remote work is available up to one day per week.

Job Duties & Responsibilities

General Department and Program Responsibilities

• Serve as the first contact with students, parents, and the public visiting the program; greet and direct visitors in a friendly and professional manner
• Plan and coordinate events including orientation, visit days, and graduation celebrations.
• Attend department meetings and prepare agendas, take minutes, schedule exams and may manage master department calendar
• Purchase and process requisitions, expense reports, hiring paperwork, and payroll for adjunct instructors and lab assistants through FLAC.
• Supervise student workers
• Maintain student files according to university and FERPA requirements.
• Secure actors, graders, and outside lecturers to support courses and exams.
• Provide interdepartmental administrative support, as needed
• Assist program admissions committee, including writing and sending acceptance letters, tracking tuition deposits, sending welcome packets, assisting with interview schedules, and using program specific admissions software.
• Communicate with new graduates and alumni for records and recommendations from faculty for employment and credentialing
• Other duties as assigned to support the PD and faculty of the department.

Director of Clinical Education Support Responsibilities

• Collaborate with the PD, faculty and SHP Director of Assessment to provide needed documents for internal and external assessment purposes.
• Management of student clinical progress and reports using program specific software.
• Maintain multiple excel spreadsheets of data; run reports using filters and create charts to facilitate data analysis.
• Assist with the creating contracts for clinical sites, collecting signatures and filing

Accreditation Responsibilities

• Assist programs in preparation for reaccreditation self-study preparation to meet all academic and clinical standards
• Assist in organizing and typing large accreditation and technical manuscripts, including an Annual Accreditation Report.
• Collaborate with the PD, faculty and SHP Director of Assessment to provide needed documents for assessment purposes.
• Manage student progress and retention statistics and reports
• Maintain multiple excel spreadsheets of data; run reports using filters and create charts to facilitate data analysis.
• Administer surveys to students, graduates/alumni, clinical instructors and sites at faculty request using Qualtrics or other survey collection tool; monitor responses and collate data
• Assist Program Director and Director of Clinical Education in drafting compliance statements for standards, as appropriate
• Ensure that student handbooks, marketing documents, and accreditation portal are accurate and meet accreditation standards
• Coordinate accreditation site visit activities as needed.

Knowledge, Skills, & Abilities

• Ability to operate office technology and personal computer with related applications efficiently
• Working knowledge of Microsoft Office, E-Mail, database, and Blackboard functions
• Ability to effectively communicate with all levels of the University and maintain a positive, can-do, service-oriented attitude
• Excellent communication skills - written and oral
• Ability to work independently, prioritize tasks and organize work in a busy office setting
• Ability to demonstrate ingenuity and prompt action in resolving problems
• Ability to be well organized, detail oriented and accurate and able to prioritize work
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