Academic Program Assistant (Occupational Therapy)

About the Role

The Academic Program Assistant provides administrative, logistical, and operational support for all aspects of the assigned academic program, including support for the academic leadership team, faculty, and students. This campus-based position requires a presence on campus five days a week, with occasional weekend support as scheduled in advance.

Responsibilities

• Event Coordination, Support, and Logistics
  • Assist in planning and preparation of academic-related events such as commencement, student honor society ceremonies, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
  • Attend all academic events to provide on/off campus support; may require occasional weekend and evening hours.
• Program Administration
  • Manage and maintain projects including faculty credentials and documentation, course assignments in Blackboard, course syllabi and booklists, student status rosters, assessments, and contact lists.
  • Assist with acquiring faculty accreditation documentation (e.g., annual CEUs, updated CVs, licensure requirements) and coordinate across departments to ensure timely capture in accreditation files.
  • Coordinate and schedule candidate interviews, including meeting invitations, onboarding schedules, and room preparation.
  • Oversee day-to-day functions of the program and university-related activities.
• General Administration
  • Provide administrative support by scheduling meetings, maintaining files, tracking expenses, arranging travel, taking meeting minutes, delivering classroom materials, and handling business card requests.
  • Serve as a campus contact for faculty, staff, students, alumni, visitors, or outside agents to relay university information, policies, procedures, and activities.
  • Provide reception and front desk coverage for the Customer Service Coordinator as needed (e.g., during lunch breaks, vacations, or sick leave).
• Faculty Support
  • Coordinate with Assistant Program Directors to compile contributing faculty assignments.
  • Maintain the schedule of course coordinators and faculty.
• Student Support
  • Coordinate new student orientations with Student Services and Program Directors.
  • Verify program membership and order books for students on clinical rotations.
  • Maintain student conference attendance in EXXAT.
• Campus Support
  • Serve as a member of the Campus Readiness Team (Safety) and on the campus reentry team as needed.
• Other Duties
  • Perform other duties and responsibilities as assigned by management, which may include managing student worker schedules and timesheets.

Requirements

• Minimum of a high school diploma or equivalent; Bachelor’s degree or vocational training in office skills highly preferred.
• Minimum of three years of experience as an administrative assistant.
• Intermediate to advanced experience with Microsoft Office products (Windows, Word, Excel, PowerPoint).
• Excellent communication skills, both verbal and written, including tact and discretion.
• Strong project management skills, ability to manage competing priorities, and build/maintain strong partner relationships.
• Demonstrated ability to establish and maintain positive working relationships with the public, supervisors, students, faculty, and co-workers.
• Willingness to work a flexible schedule when required.
• Professional demeanor with the ability to maintain confidentiality.

Skills

• Collaborates – Builds partnerships and works collaboratively to meet shared objectives.
• Being Resilient – Rebounds from setbacks and adversity.
• Instills Trust – Gains confidence and trust through honesty, integrity, and authenticity.
• Drives Results – Consistently achieves results, even under tough circumstances.
• Innovation – Creates new and better ways for the organization to succeed.
• Customer Focus – Builds strong customer relationships and delivers customer-centric solutions.

Work Environment

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. The role involves operating personal computer equipment for six to eight hours daily and includes physical demands such as walking, standing, communicating, and other functions typical of an office setting.

Schedule

This is a full-time, campus-based position requiring a presence on campus five days a week. Occasional weekend and evening hours may be required for academic events.