Administrative Assistant - School of Health Professions (Physical Therapy, Rehabilitation Science, & Athletic Training)

Department:

SHP Athletic Training PTRSAT

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Athletic Training

Position Title:

Administrative Assistant - School of Health Professions (Physical Therapy, Rehabilitation Science, & Athletic Training)

Job Family Group:

Professional Staff

Job Description Summary:

The Administrative Assistant in the Department of Physical Therapy, Rehabilitation Science, and Athletic Training (PTRSAT) in the School of Health Professions will support the Athletic Training master’s program.

This position plays a vital role in ensuring the smooth operation of academic and clinical education processes, supporting faculty and students, and maintaining strong relationships with internal and external stakeholders. The Administrative Assistant will manage a wide range of administrative functions, including student records, clinical site coordination, event planning, and office operations.

Job Description:

Job Duties

• Provide administrative support for the Athletic Training master’s program.

• Ensure effective general office coordination by managing departmental communications, greeting visitors, answering calls and emails, and supporting students, faculty, and staff inquiries.

• Assist the program faculty with operations of the athletic training program including maintenance of student files (electronic and physical), admissions, and general administrative support.

• Maintain and support athletic training program including clinical site database and tracking sheets; ongoing data entry track requests for information, set up basic course sessions, facilitate creation/adaptation of needed database surveys/evaluations and generate summary reports.

• Provide timely communication with students about compliance, application, course related paperwork, and other requirements. Be available to students as an information resource regarding the program and clinical sites. Appropriately triage received communication to the program faculty in a timely manner. Represent the program at relevant meetings and events as requested.

• Assist Director of Clinical Education with management of affiliation agreements for clinical sites including affiliation agreement generation, monitor the contract signing process, track expiration dates, coordinate with School of Health Professions contract person and mailing to clinical sites.

• Assist in the planning, administration, and operations of the department by managing projects, and following school and departmental policies and procedures. Supervise the organization and maintenance of departmental files (electronic & physical) and storage inventory.

• Assist with data collection for educational purposes (accreditation surveys, clinical education, and simulation activities). Develop and administer surveys via appropriate database; generate reports.

• Track scholarship requirements and communicate to faculty and students.

• Coordinate events, including virtual and in-person open houses, award recognition, orientations, and continuing education seminars – reserve rooms, set up virtual meeting links, and communicate with attendees. Assist with planning department events, as requested.

• Coordinate program meetings, including scheduling, creating the initial agenda, and taking minutes. Assist with taking minutes at the department faculty/staff meetings.

• Assist in handling the operational tasks necessary to insure the smooth and efficient running of the department such as checking office equipment for proper functioning, maintaining supply levels and processing work orders for repairs and maintenance as needed.

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: 2 years’ experience in an administrative assistant role. Relevant education (such as business administration, office management, communications) may substitute for experience on a year for year basis.

Preferred Qualifications

Education: Bachelor’s degree

Work Experience:

• 2 years’ experience as an administrative assistant or similar position in an academic/ healthcare environment.

Skills

• Computer skills.

• Communication.

• Interpersonal skills.

• Attention to detail.