Administrative Assistant

Concordia is a Lutheran higher education community committed to helping students develop in mind, body, and spirit for service to Christ in the Church and in the world.

Position Summary

Concordia University seeks applicants for the part-time position of Administrative Assistant & Support Specialist in the Occupational Therapy department at the CUAA Ann Arbor, MI campus. The Administrative Assistant & Support Specialist is responsible for providing administrative support to assist the Program Director and Faculty in managing the accredited academic program. The Program Administrative Assistant reports to the CUAA Occupational Therapy Program Director at the Ann Arbor, MI campus.

Job Duties and Responsibilities

• Serve as the first contact with students, parents, and the public visiting the program; greet and direct visitors in a friendly and professional manner.
• Perform general office responsibilities including answering and directing calls; providing office support (typing, filing, copying, etc.); opening and sorting mail; email correspondence; send/receive faxes; room reservations as required.
• Order and maintain office supplies and equipment.
• Maintain departmental budgets including monthly and annual budget reports to the Program Director.
• Manage departmental purchases and process requisitions, expense reports, hiring paperwork, and payroll for adjunct instructors and lab assistants through FLAC.
• Maintain multiple excel spreadsheets of data; run reports using filters and create charts for analysis of data.
• Support student admissions and registration processes as directed by Program Director and Admissions Committee; may include writing and sending acceptance letters, tracking tuition deposits, sending welcome packets and assisting with interview schedules and activities.
• Prepare adjunct/instructional faculty contracts and equipment requisitions.
• Administer surveys to students, graduates, alumni at faculty request in Qualtrics or other survey collection tool; monitor responses and collate data.
• Communicate with new graduates and alumni for records and recommendations from faculty for employment and credentialing.
• Coordinate adjunct faculty files and course materials and communicate with large group of adjunct faculty.
• Make travel arrangements for faculty members.
• Provide basic computer and technical support to students and faculty.
• Produce letters, reports, newsletters and various other original publications for courses and presentations.
• Assist in organizing and typing large accreditation and technical manuscripts, including an Annual Accreditation Report.
• Collaborate with the Program Director, faculty and SHP Director of Assessment to provide needed documents for assessment purposes; participate in annual assessment activities of the department.
• Management of student progress and retention statistics and reports.
• Assist programs in preparation for reaccreditation self-study reports and onsite visits.
• Assist Program Director in drafting compliance statements for standards, as appropriate.
• Ensure that student handbooks, marketing documents, and accreditation portal are accurate and meet accreditation standards.
• Interact with various offices within the University as well as outside constituents.
• Promote the mission of Concordia University to all faculty, staff, students and to the community at large.
• Promote effective working relationships among faculty, staff, students, alumni, professionals and the general public.
• Maintain records and files; maintain confidential files in locked cabinets as required; maintain student files according to university and FERPA requirements.
• Initiate action as necessary for the handling of work items and issues related to departmental faculty, staff, and students.
• Initiate and maintain departmental contact databases.
• Maintain and coordinate calendars.
• Attend department meetings and prepare agendas, take minutes.
• Complete institutional and program accreditation reports and other reports necessary for the operation and advancement of the Program and/or University.
• Plan and coordinate events including orientation, visit days, and graduation celebrations.
• Coordinate other departmental events as directed by program director.
• Supervise student workers.
• Schedule exams, secure actors, graders, and outside lecturers to support courses and exams.
• Provide cross department/program administrative support, as needed.
• Other related duties as assigned by the Program Director.

Knowledge, Skills, and Abilities

• Ability to operate office technology and personal computer with related applications efficiently
• Working knowledge of Microsoft Office, E-Mail, database, and Blackboard functions
• Ability to effectively communicate with all levels of the University
• Maintain a positive, can-do, service oriented attitude with program director, all faculty and students
• Excellent communication skills written and oral
• Ability to work independently, prioritize tasks and organize work in a busy office setting
• Ability to demonstrate ingenuity and prompt action in resolving problems
• Ability to be well organized, detail oriented and accurate and able to prioritize work
• Ability to read, comprehend and follow written and verbal instructions
• Knowledge of office processes
• Ability to maintain strict confidentially
• Maintain conscientious work ethic to include punctuality, professional dress and demeanor

Education and Experience

• A high school diploma or GED required
• Associate or Bachelor Degree preferred
• Three to five years of general office experience that includes an advanced level use of Microsoft Office especially Excel, Word and Outlook
• Previous experience working in an academic or rehabilitation clinic setting is a plus

Physical Demands/Equipment

Compensation and Benefits

This is a part-time (19.5 hour/week), staff, non-exempt (hourly) position. The starting wage may be determined upon education and/or experience. Tuition benefits are available for employees and their qualified dependents.

Application Instructions

To receive full consideration, all applicants are asked to complete and submit an online employment application through the Concordia University Employment page. To begin, please click the Apply Now section on the job page and then click the Apply For This Position button to begin the application process.

Equal Opportunity Employer

It is the policy of CU to provide equal opportunity to all employees and applicants for employment in accordance with all applicable federal, state, and local laws.

The University will not discriminate against or harass any employee or applicant for employment because of race, color, sex, pregnancy, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, gender, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by federal, state or local laws.

However, CU is an institution of the LCMS and, to the extent allowed by law, CU reserves the right to give preference in employment based on religion. In addition, preference in holding certain employment positions is given to ordained or rostered ministers of the LCMS. Based on a religious tenet, CU recognizes only male, LCMS ordained Ministers of the Gospel, but recognizes both male and female LCMS Rostered Ministers of the Gospel.

The Human Resources Department has been appointed to manage the equal employment opportunity, including all equal employment opportunity activities, as required by federal, state and local agencies. If any employee or applicant for employment believes this policy has been violated, he/she must contact the Director of Human Resources.

Concordia University is a HLC accredited, co-educational, liberal arts school offering more than 70 undergraduate majors, over 40 master's degree programs, and 4 doctoral programs. There are also a variety of accelerated evening and e-learning programs.