Administrative Assistant - Division of Occupational Therapy - Winchester

Shenandoah University’s School of Occupational Therapy is accepting applications for an Administrative Assistant. This is a full-time benefited position located in our Health professions Building in Winchester, Virginia. It will support the students and faculty with the ongoing operations of the Occupational Therapy Doctorate (OTD) Program.

Essential Office Functions:

• Responsible for main line phone and scheduled/unscheduled visits to the office
• Scheduling courses and meetings. This includes working with designated individuals in publishing classroom schedules which include room assignments for classes.
• Assist faculty with concerns and problems related to office procedures
• Serve as the main line of communication between faculty and main campus
• Revise and maintain the following procedure manuals in conjunction with the Program Director and staff at the primary location:
• ACOTE Accreditation and Policy and Procedure Manual
• OT Faculty Handbook
• OTD and MSOT Student handbook
• OTD Capstone Fieldwork handbook and MSOT Fieldwork Handbook
• Assist with the Admission process for faculty and students
• Assist in compiling and disseminating departmental reports
• Maintain and manage departmental forms
• Take and archive minutes for faculty meetings
• Responsible for tracking and maintaining departmental equipment/assessments
• Assist faculty with all technical/media equipment
• Responsible for processing purchase requisitions, expense forms, and other invoices
• Schedule and process travel reimbursements for faculty
• Complete and submit contract forms for honorarium and part-time faculty.
• Work with Registrar in processing catalogue descriptions of OT courses, submit grade change forms, add/drop forms, and troubleshoot special circumstances as needed.
• Assist faculty with textbook ordering and review copies

Required Skills

Essential Requirements include:

• An associate degree or the equivalent is required. Bachelor’s degree preferred.
• A minimum of two years of experience within a professional office or academic office setting.
• Must have a working knowledge of Google Apps and Microsoft Office applications including word processing, email, electronic spreadsheets, and databases.
• Excellent verbal and written communication skills are required.

Knowledge, Skills, and Abilities Desired:

• Ability to work collaboratively with course instructors.
• Ability to work independently without close supervision.
• Strong organizational skills.
• Ability to deal effectively and fairly with a variety of individuals in a courteous manner.
• Ability to speak, read and write the English language effectively.
• Ability to present a positive and professional image when representing the division and University.
• Ability to safeguard confidential information in accordance with FERPA from intentional or unintentional disclosure.
• Ability to perform all the essential functions of this job.

Physical demands and Work Environment:

• Work is normally performed in a typical interior office
• No or very limited physical effort required, however, the employee must occasionally lift and/or move up to 20 pounds
• No or very limited physical risks

How to Apply:

The complete application will include a cover letter, resume and contact information for three professional references. The review of applications will begin immediately and continue until a qualified candidate is selected.

Shenandoah University is committed to enriching its educational experience and culture through the diversity of its faculty, administration, and staff. All candidates are strongly encouraged to include a statement in their cover letters addressing ways in which they may be able to contribute to that commitment.

**Note: A pre-employment background check, fully vaccinated for COVID-19 or on a University approved medical or religious exemption, as well as a satisfactory driving record will be required as a condition of hire.

At this time, SU is requiring that individuals within certain groups specifically those who have high levels of contact with others at the university or pose a greater risk to our community to be fully vaccinated for COVID-19 by August 1 for Fall 2021 or have at least the first dose by June 1 for groups that will be in person this summer (with full vaccination following as soon as possible), unless they have a SU-approved medical or religious exemption

Shenandoah University values the unique and diverse perspectives of individuals and communities locally and globally and seeks to foster mutual understanding in an inviting community where individuals are welcome and respected. The university does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, veteran’s status or on any other basis protected under applicable law.

Salary Type
Hourly