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ASHS - Administrative Office Manager, OT Program Administration

A.T. Still University
Arizona, United States
Salary Not Specified
Posted date
Aug 26, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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A.T. Still University's Arizona School of Health Sciences (ATSU-ASHS) is seeking applications for an administrative office manager for the Occupational Therapy department on the Mesa, Arizona campus. This position is for an innovative and dedicated individual to assist with all aspects of the program. The applicant will coordinate with Department services such as purchasing, payroll, records control, and other administrative activities for the department. The applicant will also interpret operating policies; exercise independent judgment in the resolution of administrative problems.

Major Job Duties

  1. Assist with the applicant review process.
  2. Maintain correspondence, scan/email information to faculty, staff, students, and other persons as designated by the sender. Address and email any correspondence needed for Faculty, Staff, and or Students.
    1. Prepare time cards for employee adjuncts, or check requests for non -employees and submit them to the proper department for payments.
    2. Submit usage forms for faculty /staff.
  3. Plan and implement program professional events, providing support of administrative needs of the program, schedules rooms, order meals, preparing event forms.
    1. White Coat
      1. Order white coats
      2. Responsible for updating the White Coat/Pinning program
      3. Prepare seating chart for the ceremony
      4. Send email instructions to both classes
      5. Classroom demonstration of coat placement Do's and Don'ts
      6. Day of, line up students, instruct on how to comport themselves
      7. Send invitation to those adjuncts chosen to be member of stage party
      8. Track thank you notes of students to their donors
    2. New Student Orientation
      1. Correspond with incoming students
      2. Schedule rooms
      3. Order meals for 2·day orientation
    3. Order student medical equipment
      1. Check for completion of order
      2. Distribute on orientation day
      3. Act as a go-between to replace defective medical equipment with MDF
  4. Initiate and maintain student, clinical, alumni, and professional contact databases.
  5. Prepare and maintain student files, including scanning of graduating class files.
    1. As keeper of the files, responsible for retrieving records for faculty use, following FERPA rules
    2. File all student records
  6. Schedule student review board meetings as requested by the chair or faculty.
    1. Schedule rooms for meetings and send invites to faculty
    2. Take notes
    3. Edit drafts of SRB letters and send to students
    4. Forward letters to appropriate parties
  7. Provide administrative support in areas of purchasing, professional correspondence, and assisting the PA chair/program director.
  8. Coordinates and implements department services such as payroll, records control, projects and budget accounting operations.
    1. prepare/process all-time cards for employees as well as adjunct faculty for labs, workshops,
    2. Submit payments for standardized patients
    3. Maintain storage of electronic files of payments
    4. Note-taking during faculty /staff meetings, schedule room, send invites for meetings
  9. Proctor exams.
    1. Prepare copies of images in case student has issue viewing the image on test question
    2. Prepare room morning of test with random sea assignments
  10. Provide course adoption information form for book list to administration.
  11. Faculty and staff travel.
    1. Secure flights, hotels/ car rentals for traveling faculty
    2. Prepare either advance paperwork and/or travel expense reports for faculty and staff
  12. Facilitate verification form completion for NBCOT Preparation.
    1. Fill out form, provide whatever documentation is needed for the chair to sign
    2. Get form "stamped"
    3. Email to appropriate person
    4. Email the student to inform that task has been completed
    5. Track request for leave forms, maintain PA vacation and CME calendar
    6. Facilitate contact between faculty, staff, and professionals
    7. Provide clerical and general office support that contributes to the accomplishment of the goals of the program
  13. Interact with faculty, students, staff, alumni, and professionals in the academic community and the general public.
  14. Ensure complete confidentiality in matters pertaining to university personnel, university business, and all schools/departments.
  15. Analyzes department operating practices such as record-keeping systems, forms control, office layout, and personnel requirements, creating/revising systems.
  16. Interprets and communicates operating policies.
  17. Coordinates preparation of financial and operations reports.
  18. Locates and compiles information and formats reports, graphs, tables, records, and other sources of information.
  19. Assembles and categorizes facts and figures for written computation and calculations.
  20. Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
  21. Uses various software applications, such as spreadsheets, relation databases, statistical packages, and graphics packages to assemble, manipulate, and/or format data and/or reports.
  22. Other duties as assigned by the department chair.
  • Experience with Word and Excel; Qualtrics
  • Experience running reports in a student management system
  • Comfortable with technology
  • Meticulous documentation
  • Time management
  • Ability to shift attention between tasks
  • Ability to track one's work and productivity
  • 3 years college experience required; 4 years preferred
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