Administrative Assistant III

About the role

The Administrative Assistant III position supports the Director of Clinical Education, Program Manager, Department Chair, clinical instructors, and faculty of the Department of Physical Therapy. Key responsibilities include serving as the liaison to clinical site coordinators, managing the clinical education database, and ensuring compliance with contract agreements.

Responsibilities

• Support the Director of Clinical Education:
  • Serve as the liaison to clinical site coordinators.
  • Manage clinical education database.
  • Monitor deadlines and requirement compliance with contract agreements between University and database vendors.
  • Create or develop correspondence and communications with clinical instructors and clinical sites.
• Student Support:
  • Manage the student document management website and onboarding process for all students in compliance with site-specific requirements.
  • Ensure compliance with department policies and procedures for calendars, room scheduling, and textbook orders.
  • Provide Department of Physical Therapy with budget and financial support.
• Departmental Support:
  • Reconciles and processes Procurement Card activity and statements.
  • Manage calendars for Department of Physical Therapy, class schedules, and book classrooms as needed.
  • Coordinate logistics for Department of Physical Therapy events and faculty meetings which may include catering, technical support, meeting invitations, guest lists, and booking rooms.
  • Maintain records, prepares letters and forms, special reports, verifies information and resolves issues requiring knowledge of Department of Physical Therapy operations.
  • Maintain office filing system including hardcopy system, electronic document management, and various databases.
  • Ensure confidentiality of student records and compliance with all applicable regulations pertaining to records management, privacy, and confidentiality.
  • Schedule and/or arrange meetings, travel, lodging for Department of Physical Therapy faculty, staff, and guests.
  • Participate in staff training to continue ongoing professional development.
  • Monitor office equipment, facilities, and duplicating services to ensure that all are operational.
  • Order supplies and request repairs of equipment and facilities as needed or requested.
  • Ability to adapt to emerging technology.
  • Recommend new procedures for streamlining administrative duties or office functions.
  • Perform miscellaneous duties as assigned or requested.

Requirements

• Two (2) years of post-high school education.
• Three (3) years of experience providing high-level, professional administrative support.

Qualifications

• Excellent communication and interpersonal skills.
• Solid English composition skills, and ability to create, compose and edit letters and other materials.
• Ability to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, supportive manner.
• Capacity to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Ability to assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines is crucial.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Skills

• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite.
• Knowledge of medical terminology and healthcare regulations.
• Ability to handle confidential information with discretion.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Benefits

Not specified.

Pay

$20.16 - $26.70 per hour.

Schedule

Full-time, 12 months.