Adminstrative Coordinator I, Occupational Therapy program

Job Description:

2. POSITION SUMMARY   

The Administrative Coordinator I provides administrative support for the occupational therapy program for financial processes, ordering/receiving equipment and supplies, preparing program-related communication, liaising with fieldwork and capstone clinical sites for contract management, onsite lab/fieldwork support, and event organization assistance. Preference is for this person to live in or near Portland, OR to allow for periodic on-campus work to assist with onsite lab/ fieldwork implementation. The individual in this role is self-directed and comfortable working as part of a team or independently and provides accurate, reliable, and timely assistance and information to administrators, faculty, staff, and students.

3. KEY RESPONSIBILITIES

OTD Administrative Support: 15%program-specific

• Support the overall administrative functions of the Occupational Therapy Doctoral Program
• Assist with ordering supplies
• Communication: Assist with developing and distributing program-related communication to faculty, students, and external parties of interest, such as department newsletters
• Student Support and Guidance:
  • Provide students with guidance on administrative processes related to their fieldwork and capstone placements, as well as general program inquiries.
  • Assist students with preparing necessary documentation and reviewing requirements
• Distance Education Support
  • Utilize electronic record systems (e.g., academic databases, placement software) to manage and track student documentation, ensuring data integrity and confidentiality.
• Assist students with troubleshooting access to Exxat and other program specific software and report any technical issues

Fieldwork and Doctoral Capstone Support: 85%

• Assist the Academic Fieldwork Coordinator (AFWC) in managing and organizing student placement requirements:
  • Verify licensure for fieldwork educators (FWEs)
  • Distribute and track completion of required ACOTE forms by FWEs- agreement of site objectives, credential updates, midterm and final student evaluations
  • Student completion of their individual profiles, compliance records (e.g., immunizations, background checks, and certifications)
  • Following up with students to make sure that all additional screenings/vaccinations required for their individual fieldwork placements are met.
  • Tracking student completion of ACOTE required forms - Student evaluation of FWE and site, objectives submitted.

• Support the Doctoral Capstone Coordinator (DCC) with tasks related to student capstone project placements:
  • Tracking of required documentation
  • Maintaining up-to-date records of student progress.
  • Distribute and track student required forms- evaluation of capstone experience and site.
  • Track mentor forms.

• Once a clinical site is designated by the AFWC or DCC as appropriate to meet the needs of the OTD program, follow up on the affiliation agreement process, track the progress, request legal reviews for non-UWS agreements, utilize SignNow to get signatures from appropriate parties, upload fully executed agreement into Teams Folder and Exxat, document site-specific health requirements to make sure students can see them, track expiration dates, and request updated agreements prior to expiration dates.
• Maintain professional and timely communication with external partners (e.g., clinical fieldwork sites, community-based organizations) to ensure smooth coordination of student placements.
• Maintain accurate and up-to-date databases related to fieldwork and doctoral capstone placements, student progress, and compliance requirements.

4. UWS CORE VALUES AND ASSOCIATED COMPETENCIES 
The following Core Values are integral to working at UWS. All employees, regardless of their position within the university, are expected uphold the Core Values and demonstrate associated competencies. 

Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines. 

Curiosity: We are innovative, open minded, and forward thinking. 

Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing. 

Professionalism: We are responsible, respectful, and accountable. 

Student-Focus: We work for the common good of students’ academic and professional success. 

Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.

5. POSITION QUALIFICATIONS 

Required

Associate level or equivalent experience

Experience with administrative tasks:

• Ability to work effectively with University administrators, faculty, staff
• Excellent computer skills and proficiency with office productivity software, to include advanced skills in MS Excel, Word, and PowerPoint
• Ability to input, organize and evaluate basic and complex data and information in electronic format
• Skilled in providing excellent customer service, including highly effective written and verbal communication skills
• Demonstrated ability to utilize discretion and confidentiality with all work and work products. Familiar with FERPA and HIPAA guidelines
• Ability to establish and maintain effective working relationships with individuals and groups and to collaborate and work effectively as a team member
• Attention to detail and ability to organize, prioritize work and meet deadlines
• Ability to work effectively in a rapidly changing, fast-paced professional environment with regular interruptions
• Demonstrated ability to think quickly and act appropriately in emergency situations
• Willingness to occasionally work evening and weekend hours as requested
• Willingness to learn and take on tasks of increasing responsibility
• Ability to manipulate data electronically and provide technical assistance to others, communicate technical/complex information both verbally and in writing; establish and maintain cooperation, understanding, trust and credibility; perform multiple tasks concurrently and respond to class scheduling effectively.

Preferred

• Bachelor’s degree
• Experience working with a relational database.
• Familiar with occupational therapy education processes.
• Familiar with processes for clinical placement of students.
• Excellent skills with database management, use of Office 365 products, Sharepoint, and Teams

6. APPLICATION, SCREENING AND HIRING PROCESS:

Screening of applicants will begin immediately, and the position will remain open until filled. Please submit a resume and cover letter. You may attach your materials as Word or PDF documents.

University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.uws.edu/about/employment/

University of Western States is an Equal Opportunity Employer.