Physical Therapy Administrative Assistant

Status: Non-Exempt

1.0 FTE

Purpose

Responsible for assisting the physical therapy program with duties as outlined below to ensure the program meets professional education requirements especially related to clinical education, lab administration, and daily departmental affairs.

Personal

• Adapts willingly and quickly to changing priorities, responsibilities, and student-faculty-staff customer needs and expectations; anticipates and identifies student-faculty-staff customer needs.
• Communicates, cooperates, and collaborates well with others to achieve common department, school, and university goals.
• Demonstrates strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity.
• Demonstrates strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking.
• Maintains a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions.
• Takes immediate and independent action when necessary assuming initiative for creative problem-solving.
• Accomplishes tasks with follow-through to completion.
• Adapts willingly and quickly to changing priorities, responsibilities, and functions within the department and/or position.

RESPONSIBILITIES

Both Departments

• Serves as first point-of-contact for PT and ESIH including answering questions related to both programs.
• Records and publishes minutes from departmental meetings for both PT and ESIH; others as requested (e.g. DPT Admissions Committee meetings, DPT Awards, and Scholarship Committee meetings).
• Plans, organizes, and coordinates annual, semi-annual, and special events including DPT White Coat Ceremony, DPT Convocation, DPT Interview Days, DPT New Student Orientation, PT, and ESIH Advisory Board meetings.
• Collects syllabi for all PT and ESIH courses each semester and posts to appropriate MSJ drives.
• Collects book orders for all PT and ESIH courses each semester and places online orders.
• Maintains PT and ESIH student files and databases, both paper and electronic.
• Updates PT and ESIH student handbooks and department policy and procedure manuals as directed by Chairs/faculty.
• Coordinates room requests with Registrar’s Office.
• Assists other HS Admin Assistants with maintaining office supplies at Neeb Rd.
• Prepares and submits maintenance requests as needed.
• Performs other duties as assigned to assist with running both departments.
• Contributes to team effort by welcoming new and different work requirements, exploring new opportunities to enhance the services of the departments, and helping others accomplish related job results when needed.

Department of Physical Therapy

• Assists with DPT admissions process including entering and maintaining applicant databases, updating PTCAS databases, organizing on-campus interviews, and communicating offer, denial, and status updates with applicants.
• Receives and processes DPT tuition deposit checks; posts to Excel spreadsheet.
• Manages physical.therapy@msj.edu mailbox (approx 500 emails per year) by responding to all emails in a timely manner or forwarding them along to relevant DPT faculty and/or Office of Admissions.
• Assists with maintenance of Clin Ed databases as needed.
• Summarizes and analyzes (graphs, commentary) survey and Hallmark Practical results for PT.
• Coordinates annual Picture Day for the current DPT graduating class.
• Develops and maintains schedule/calendar for HS Suite Classrooms and NEEB 111.

Department of Exercise Science and Integrative Health

• Orders desk copies as needed for ESIH.
• Prepares acceptance and denial admissions letters for ESIH applicants; prepares welcome letters for accepted ESIH students.
• Performs other work for ESIH including Survey Monkey surveys, Doodle Polls, preparation of preceptor certificates.

Job Qualifications

Education: Associate degree or Bachelors degree preferred. Experience: Experience in working with others and demonstrated ability and commitment towards diversity, equity, and inclusion. Specialized Training: Proficient in use of Microsoft Office programs Skills/Attributes

Customer Service:

• Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and students' (or other customers) needs and expectations; anticipate and identify students' (or other customers) needs
• Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
• Demonstrate an enthusiastic approach to duties

Teamwork:

• Collaborate well with others for a cohesive group
• Communicate, cooperate and collaborate well with others to achieve common office, department, or University goals
• Willingly assists in various responsibilities as appropriate within the department and other areas of the university as appropriate as required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an appropriate level of professionalism
• Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
• Demonstrate strong written, telephone, and electronic (email and internet) communication skills and strengths in public speaking
• Communicate information clearly and concisely and listen well to others

Attention to Detail:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Demonstrate creativity and high energy
• Accomplish tasks with follow through to completion

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office

Work Environment, Physical Demands:

• Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; strict confidentiality; detailed work.

To apply, please upload the cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.
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Mount St. Joseph University is an Equal Opportunity Employer