Support Specialist for Occupational Therapy

Position Announcement

Performs a variety of functions to support academic and administrative operations within the Doctor of Occupational Therapy (OTD) program. This position will assist the Program Director in the processes involved with preparation of accreditation documents, managing various records and confidential information for faculty and students, meeting and event planning, monitoring existing programmatic efforts, fiscal/budget tracking, and other related duties. Strong communication and interpersonal skills, paired with a proactive and detail-oriented approach to work, will best serve the position. Additional information about the University can be found online at https://utahtech.edu/.

Responsibilities

• Serve as a central point liaison with other departments and external constituencies in coordinating a variety of day-to-day matters concerning the OTD program, including:
  • Assist and resolve problems and inquiries of visitors.
  • Review and control incoming and outgoing correspondence.
  • Follow-up on operational commitments.
  • Coordinate the scheduling of appointments and maintain calendars to support program needs, including facilities usage, events, catering, and travel arrangements.
• Oversee department budget management coordination, including submission of reimbursements, pay invoices, reconcile transactions, maintain expense records, and track department budgets.
• Provide resources to student queries (i.e. financial aid, counseling services)
• Assist in the preparation of internal and external reports and presentations, including accreditation, annual reports, and OTD program assessment by researching information, compiling statistics, and gathering various data.
• Track applicants for admission and selection into the OTD program, in close conjunction with the Graduate Studies Office, and coordinate with the Program Director to send acceptance and denial letters.
• Verify admission and program requirements for students are maintained throughout the program.
• Establish, update and maintain department files and confidential records.
• Provide software portal management for didactic, clinical, and capstone education, as well as curricular mapping, program learning outcomes, and accreditation needs.
• Manage and develop software operations for maintaining compliance with student requirements for program.
• In conjunction with UMAC and the Program Director, help to market the OTD Program. Assist in maintaining websites and social media applications.
• Prepare meeting agendas, as well as attend and take minutes for a variety of OTD Program meetings (as needed).
• Under the guidance of the Program Director, coordinate the onboarding of part-time administrative and clerical staff within the program.
• Coordinate continued website development and updates for OTD program to maintain compliance with accreditation and university standards/requirements.
• Coordinate faculty interview, hiring, and onboarding process for new full-time faculty.
• Perform other duties as assigned. Work may occasionally require flexible hours, including some weekend and evening hours for recruitment or related program events, etc.

Qualifications

• Associate's degree, or equivalent level of college coursework, required. Bachelor's degree preferred. A combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• At least two years' office experience required; experience working in higher education or specific administrative support staff experience preferred. The total qualifications required are based on a combination of education and work experience. Any experience used to meet the education requirement cannot also be used to meet the work experience requirement.
• Strong interpersonal skills with the ability to learn quickly, be creative, work independently, set priorities, and meet deadlines.
• Must be well organized and able to function well in a changing environment and enjoy the administrative challenges of working with several initiatives, as well as being attentive to detail.
• Ability to interact with administrators, faculty, staff, and students at all levels while in a fast-paced, evolving environment, remaining proactive and efficient, with a high level of professionalism.
• Ability to diplomatically handle complex situations involving competing interests and priorities during periods of high volume and frequent interruptions.
• Demonstrated ability to develop and maintain financial records, budgets, and various databases.
• Strong computer skills in the Microsoft Office Suite (specifically word processing, spreadsheets, and email), desktop publishing, library and web-based research, and email. Experience updating and maintain websites and social media applications, as well as Google application and experience in using a Learning Management System preferred.
• Ability to quickly learn organization-specific and other computer application programs, such as EXXAT, OTCAS, Zoom, and Qualtrics.
• Excellent written and oral communication skills; demonstrated ability of English grammar, punctuation, and correspondence forms.
• Skill in exercising discretion and managing confidential records and information.
• Demonstrated ability to perform general office practices and procedures, including office machines, inventory, ordering, etc.
• Excellent customer service and support-oriented skills in interacting with administrators, faculty, staff, and students.
• Demonstrated commitment to diversity, equity, and inclusion.