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 is a campus-based position located on the Dallas campus in Dallas, TX, requiring a presence on campus 5 days per week.

Responsibilities

• Event Coordination, Support, and Logistics
  • Assist in planning and preparation of academic-related events, including commencement, student honor society, 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 such as 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, including annual CEUs, updated CVs, and 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, including scheduling meetings, maintaining files, expense tracking reports, travel arrangements, taking meeting minutes, delivering materials to classrooms, 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., lunch breaks, vacations, 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).

Skills

• Excellent communication skills, both verbal and written, including communicating with tact and discretion.
• Strong project management skills, with the ability to manage competing priorities and build strong partner relationships.
• Demonstrated ability to establish and maintain positive working relationships with the public, supervisors, students, professional staff/faculty, and co-workers.
• Willingness to work a flexible schedule when required.
• Professional demeanor with the ability to maintain confidentiality.
• Competencies:
  • Collaborates – Building partnerships and working collaboratively with others.
  • Being Resilient – Rebounding from setbacks and adversity.
  • Instills Trust – Gaining confidence and trust through honesty, integrity, and authenticity.
  • Drives Results – Consistently achieving results under tough circumstances.
  • Innovation – Creating new and better ways for organizational success.
  • Customer Focus – Building strong customer relationships and delivering customer-centric solutions.

Work Environment

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, such as walking, standing, communicating, and other physical functions as necessary. Occasional travel to other campuses may be required to support academic events.