Sr. Administrative Assistant- AZ- Occupational Therapy

Sr. Administrative Assistant – Occupational Therapy (AZ)

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The Senior Administrative Assistant provides advanced administrative support for the Occupational Therapy (OT) Program within the College of Health Sciences. This position serves as the point of contact for program operations and supports the Program Director and Assistant Program Director. The Senior Administrative Assistant is responsible for organizing program logistics, managing communication, coordinating schedules and events, and ensuring the efficient functioning of daily program activities.

The position reports directly to the Program Director, Occupational Therapy Program.

• Maintain the scheduling for the Simulation Center, exams, and classroom reservations.
• Coordinate quarterly academic schedules in collaboration with faculty and finalize room assignments.
• Submit and track work orders, access requests, and other campus service requests.
• Support coordination of the OT Catalog with the Program Director.
• Prepare, upload, and maintain official meeting notes (e.g., Faculty Meetings, Academic Review Committee).
• Maintain shared files and program calendars for faculty and students.
• Assist with onboarding processes related to fieldwork, including organizing documentation, tracking student compliance with onboarding requirements, coordinating communication between students and the fieldwork office, and supporting administrative tasks associated with site readiness.

• Process access and permissions requests for systems and facilities as needed.
• Monitor quarterly textbook lists, textbook adoption forms, and course section information.
• Track and document course‑related administrative submissions, including syllabi coordination with the library.

• Process expense reports and reimbursements for faculty and guest speakers.
• Prepare and route Letters of Agreement (LOAs) for adjuncts and guest speakers in accordance with university procedures.
• Coordinate purchasing requests through approved vendors (e.g., GOS, Amazon, specialized equipment orders).
• Process honoraria payments and ensure timely submission of all related documentation.

• Schedule and coordinate admissions interviews and related applicant communications.
• Organize faculty participation in recruiting and admissions events.
• Support online recruitment sessions and maintain communication with prospective students.

• Serve as the first point of contact for student inquiries.
• Communicate program announcements and updates to OT I and OT II cohorts.
• Direct student concerns or requests to the Program Director or appropriate faculty member.
• Support faculty in managing work‑study students and communicate with social media or marketing work‑study assistants regarding program needs.
• Support student communication on various technology and media platforms.

• Coordinate logistics for OT Program events, including room setup, catering, materials, and communication.
• Collaborate on grant‑funded or university‑hosted events as needed (not the responsible party for full planning/execution).

• Assist faculty with onboarding and oversight of work‑study students.
• Provide guidance on timesheet submission and general work‑study processes.

• Provide administrative support directly to the Program Director for scheduling, communication, and special projects.
• Assist with report preparation, data collection, and documentation required for program accreditation or university reporting.
• Maintain confidentiality and professionalism in handling sensitive program and student information.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular,…