Administrative Assistant 2

Job Summary

Under limited supervision, provides administrative and secretarial support for the department: manages administrative components of fieldwork program and assist Academic Coordinator for FW education in other tasks as needed; assists with departmental events; maintains confidentiality of applicant, student, and faculty information; provides general support to department chair, department vice-chair, office coordinator and faculty and staff in the department.

Responsibilities

The duties include, but are not limited to:

OT FIELDWORK COORDINATOR SUPPORT 1:

• Create, implement, and oversee EXXAT clinical education management database with student data, fieldwork assignments, sites, contacts, etc.
• Monitor compliance of clinical fieldwork education to include ensuring that the processing of nonstandard affiliation contracts and renewals occur in a timely manner and govern all aspects of fieldwork requirements and in-processing
• Coordinate with the College of Allied Health Science Dean's office to keep affiliate contracts current
• Perform tasks as needed for fieldwork projects, such as facility research, comparing various report types of physical evidence or documentation, etc.
• Efficient and effective use of CAHS database, D2L, EXXAT, and other applications
• Serve as administrative and content liaison for fieldwork; manage the fieldwork email account, voicemail, and respond to all email and voicemail requests for information in a timely and precise manner
• Provide swift and diplomatic communication as well as cooperation between fieldwork entities

OT FIELDWORK COORDINATOR SUPPORT 2:

• Develop tracking forms for fieldwork site clinical information, contracts and student requirements and maintain up-to-date clinical educator licensure status
• Create and distribute reminders for fieldwork assignments to students, clinical coordinators, education managers, and clinical educators
• Assist with collecting data required for institutional accreditation reports related to clinical placements
• Prove support for Exxat management by monitoring and tracking student compliance (immunizations, certifications, background checks), reviewing site compliance requirements, and ensuring documentation is complete and current prior to placement.
• In collaboration with the Academic Fieldwork Coordinator and site staff, assist with contract tracking, document management, onboarding communication, and troubleshooting to facilitate timely and compliant fieldwork placements.
• Using D2L, monitor assignment submissions, download and track required student documents to ensure accurate record-keeping

OT FIELDWORK COORDINATOR SUPPORT 3:

• Oversee student compliance within MyClinical Exchange (MCE), ACEMAPP, and the like by reviewing and approving required documents (e.g., immunizations, certifications, background checks) to ensure accuracy and completeness prior to fieldwork placement
• Serve as a liaison between students and site coordinators, communicating updates, clarifying requirements, and troubleshooting documentation issues to support timely onboarding and successful rotation start dates

ADMINISTRATIVE SUPPORT:

• Serve as the Welcome Ambassador and First Impression of the OT department; welcome guests, prospective students and/or personnel to the office; answer questions and provide helpful directions as appropriate
• Attend faculty meetings and provide written minutes/report of meetings
• Generate work orders for repairs and general maintenance when needed
• Promote order while assisting with day-to-day operations that are handled in the main office as effectively and efficiently as possible
• Maintain in office communication and field telephone calls, responding with proper information when needed and/or routing calls accurately and appropriately

OTHER: Perform other duties as assigned

Required Qualifications

Associate degree from an accredited college or university in related field and four years of progressively responsible experience in administrative support positions

OR

High school diploma, GED, or equivalent from a recognized state or federal accrediting organization and seven years of progressively responsible experience in administrative support positions

Preferred Qualifications

Experience with working in an academic environment and with multiple customers including prospective students, students, faculty, and administrative staff. Demonstrate experience in meeting the knowledge, abilities, and skills. Experience in working autonomously with responsibility for decision making and executing assigned tasks with minimal oversight.

Knowledge, Skills, & Abilities

KNOWLEDGE

• Proficient in Microsoft Office and other computer software/databases
• Knowledge base for a variety of online database platforms to include EXXAT and FW database
• Knowledge of the program and institutional processes
• Knowledge of policies related to fieldwork for department/college/university

SKILLS

• Excellent interpersonal, verbal, and written communication skills
• Detail-oriented with strong organizational, prioritization, and multi-tasking skills

ABILITIES

• Ability to maintain confidentiality
• Ability to solve problems, collaboration, and initiation
• Ability to multi-task, think creatively, and handle a heavy workload