Administrative Assistant for the Departments of PT & Athletic Training/Health and Exercise Science

About Alvernia University:

Alvernia University was founded in 1958 by the Bernardine Sisters of the Third Order of St. Francis. Through its main campus in Reading and locations in Philadelphia and Schuylkill County, Pennsylvania, the university serves 3,000 students of diverse backgrounds from around the country. 

Alvernia offers a unique blend of rigorous liberal arts core education for developing the mind, strong technical training in many high-demand majors, experiential learning through study abroad and internship experiences, and engagement with the community through our Franciscan-based community service model. We call our model of transformational education the Alvernia Advantage, and we believe this style of education transforms students into ethical leaders with moral courage. 

Alvernia University ranks in the top 100 among 2021 Best Regional Universities in the North by U.S. News & World Report, and we are recognized as a College of Distinction for our commitment to engaged experiential education. 

Job Summary: The Administrative Assistant will provide support to the Departments of Physical Therapy and Athletic Training/Health and Exercise Science that includes, but is not limited to, activities related to the following areas: accreditation, record keeping, department correspondence, clinical education, student interaction, department events, and other supportive tasks as requested by department chairs. The administrative assistant role is responsible for providing excellent customer service to all constituents across the university.

Essential Functions:

1. Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University Ideal Characteristics. As we are an equal opportunity employer committed to Franciscan values, all employees share responsibility for advancing diversity, equity, and inclusion in the performance of their roles while demonstrating service orientation, respect for all, intellectual curiosity, solution focus and innovation, and mutual accountability.

2. Provides support to the faculty in the completion of accreditation documents and adherence to accreditation standards.

3. Provides support to the Department Chairs, Directors of Clinical Education, and the program faculty with special projects, assignments, and reports, etc.

4. Provides support for core and associated faculty for all programs housed in these departments.

5. Provides support to the Directors of Clinical Education, which includes but is not limited to communication with clinical sites, maintenance of agency affiliation agreements, clinical site spreadsheet, monitoring of student clearance renewals that includes communication with other members of the university community, obtaining liability certificates for clinical sites, interaction with TYPHON documentation system and other specific tasks as requested.

6. Triage challenges and requests from students, university administration, faculty, staff, or department visitors. Assists in facilitating effective lines of student communication by directing concerns or “complaints” to the appropriate faculty advisor or faculty member.

7. Composes correspondence, schedules appointments, organizes and schedules meetings on a routine and as-needed basis. Provides a supportive role in the development and distribution of the academic and department calendar.

8. Maintains adequate and organized office supplies to meet department functions. Orders teaching and general supplies and equipment as directed.

9. Manages PN3, purchase requisitions, work orders, faculty overload and workload requests, associated faculty contracts and reimbursement paperwork, department budget and individual accounts (PAX, unrestricted), submission of internal and external reports, etc.

10. Provides support for department events that include but are not limited to student orientation, continuing education, open houses and student for a day, admission interviews, and other university and community events, etc.

11. Works closely with university members to maintain electronic records, including but not limited to PowerCampus, SQL Reports, TYPHON, etc.

12. Timely communication and follow-through related to tasks that include but are not limited to event planning, room scheduling, registration, refreshment ordering, etc.

13. Maintains confidentiality of student records, including but not limited to criminal background checks, student database, student progression, etc., as required by FERPA.

14. Provides support for semester preparation, including but not limited to room scheduling through ASTRA, maintenance of textbook lists, and preparation of associated faculty hourly contracts in collaboration with course instructors.

15. Provides support as indicated for updates, formatting, and distribution of Department manuals annually, in collaboration with Programmatic Mission, Policy & Procedures Committees.

Additional Responsibilities:

1. Representative as key point of contact for building/division/college/school as designated.

2. Mail distribution for the designated area, order supplies as needed within function as a shared resource.

3. Provide general support to visitors and guests.

4. Perform other duties as agreed upon to support university operations.

5. Occasional flexibility in hours may be required.

Qualification/Education:

1. Commitment to the mission statement, core values, and goals of Alvernia University.

2. Microsoft Office Suite proficiency.

Physical Requirements:

1. Physical attendance is required to perform the duties of this job.

2. Prolonged periods of sitting at a desk and working on a computer.

3. Must be able to lift 15 pounds at times.