Office Manager to the Physical Therapy Program

4 days ago

Fayetteville, Arkansas, United States Methodist University Full time
Job Summary

The Physical Therapy Department at Methodist University is seeking a highly organized and detail-oriented Office Manager to provide administrative support to the department. This is a full-time staff position that will work under the direction of the Department Chair/Program Director.

Key Responsibilities
  • Supervise the administrative aspects of the office to ensure the proper functioning of day-to-day operations.
  • Provide effective, comprehensive administrative services for faculty, staff, and department leadership.
  • Serve as the primary point of contact for adjunct faculty members regarding onboarding, payroll issues, scheduling, document collection, textbook acquisition, and other administrative needs.
  • Support the Director of Clinical Education in maintaining and updating Clinical Education files, databases, site contracts, onboarding requirements, and placement communications.
  • Support the Director of Admissions and Alumni Relations in interacting with financial services and the registrar's office to monitor and maintain records of students' progress through the program.
  • Conduct new faculty, adjunct, and staff onboarding and systems training.
  • Provide responsive lead administration for the Physical Therapy Department, offering guidance, support, orientation, and cross-training to support staff.
  • Evaluate implementation and effectiveness of administrative protocols, create and develop new office work procedures to increase workflow efficiency, and maintain confidentiality.
  • Assist in the CAPTE accreditation process through effective record keeping, data collection, updates in EXXAT, and formulation of accreditation reports.
  • Process requisitions for timely accreditation fee payment, schedule, create, and distribute agendas and take minutes for weekly faculty meetings and annual department retreats.
  • Establish and manage filing systems using judgment and knowledge of department and university requirements for managing various program records.
  • Assist in planning, prioritizing, and delegating daily workflow for student workers, assist in the hiring of student workers, and assist with new faculty/staff interviews and hiring cycle.
  • Organize and file waivers for student handbook acknowledgment, Faculty Manual acknowledgment, and Patient/Client Participation/Photo Use Permission forms.
  • Support the Student Affairs Committee and Department Chair/Program Director to produce, submit, and file academic letters related to student performance and progression.
  • Provide support to the program's faculty members, processing expense requests, assisting with payment matters, and assisting with navigating university processes.
  • Process Honorarium paperwork, initiate purchasing requisitions through the MyMU portal, and secure competitive quotes for equipment, supplies, and other purchases through university-approved vendors.
  • Conduct studies and prepare budget reports as directed by the Department Chair/Program Director.
  • Meet with student cohort or club Treasurer to set up agency account and review fiscal procedures for fundraising, receipt of proceeds, depositing proceeds, allocating state tax revenue, paying vendor bills, and generating payments to community organizations.
  • Update program website as directed by department leadership, answer telephones and direct calls to appropriate persons or take detailed messages, participate in digital platform meetings, and arrange and coordinate scheduled meetings as needed.
  • Assist with Departmental manual/handbook review/update as needed, create and distribute professional and timely communications to students, faculty, adjuncts, and staff related to program activities and needs.
  • Serve as a liaison to students, faculty, adjunct faculty, support staff, advisory committee members, clinical education facilities, and stakeholders, and other departments by explaining policies and procedures, answering questions, and handling special requests or routing concerns to appropriate staff or faculty members as appropriate.
  • Solicit and gather program news and announcements to be submitted to the Green and Gold University Newsletter, MU Today, and other publications, as requested.
  • Manage textbook adoptions for faculty and order desk copies from the publisher as needed, coordinate collecting and submitting all course syllabi and faculty/staff/adjunct CVs for accreditation and university academic affairs reporting.
  • Assist with proctoring exams, coordinating practical exams as needed, and coordinating catering, student technology reservations, and classroom assignment allocation.
  • Coordinate with faculty regarding continuing education courses requiring advertising, collecting payments through the Active Online Payment Portal, correspondence with attendees to ensure a smooth event, purchasing refreshments, and following up with attendees to include survey feedback.
  • Establish and manage equipment, assessment tools, and supply inventory, monitor and facilitate student lending/return of department materials, and provide technical assistance to faculty and staff.
  • Ensure classrooms and lab spaces are clean, stocked, and secure, create appropriate signage as needed, maintain cohort Outlook address books, contact phone roster, and email/ID roster, manage scheduling and coordination of department and building calendars, request and monitor parking passes, generate and confirm work orders, and serve on department, school, and university committees as requested.
  • Maintain and update databases for FSBPT, PEAT Exam, Clinical Education Software, WebPT, ExamSoft, and others as directed by department leadership.
  • Offer professional support to the Director of Clinical Education, Faculty, and program committees as needed, and assist in coordinating, marketing, and executing departmental special events, including New Student Orientation, Admission Interviews, Poster Presentations, White Coat Ceremony, Graduation, PT Month, Advisory Committee Meetings, CAPTE Site Visits, CHSHS Job Fair, Clinical Education events, Graduation and Awards Party, guest speakers, holiday decorating of building, and others as assigned.
  • Organize, coordinate, and schedule third-year cohort composites, Graduation regalia fitting (pick-up/return), and second-year White Coat Ceremony.
  • Perform other duties as assigned by the Department Chair/Program Director and faculty that facilitate the mission, vision, and smooth operation of the Physical Therapy Department.
Qualifications

The ideal candidate for this position has the following qualifications:

  • Bachelor's degree preferred. Relevant work experience will be considered in lieu of a degree.
  • Excellent communication skills.
  • Must be computer literate, especially in the use of Microsoft Office 360.
  • Possess skill and knowledge of Jenzabar and Canvas, preferred.
  • Excellent organizational skills.
  • Ability to set priorities and handle multiple tasks.
  • Ability to deal effectively with others, working in a collaborative team environment.

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