Administrative Assistant
15 hours ago
We are seeking a highly organized and detail-oriented Administrative Assistant & Support Specialist to join our Occupational Therapy department at Concordia University Wisconsin/Ann Arbor. This part-time position will provide administrative support to the Program Director and Faculty, ensuring the smooth operation of the department.
Key Responsibilities- Provide exceptional customer service to students, parents, and the public, serving as the first point of contact for the department.
- Perform general office duties, including answering calls, providing administrative support, and maintaining office supplies and equipment.
- Manage departmental budgets, including monthly and annual budget reports, and process requisitions, expense reports, and payroll for adjunct instructors and lab assistants.
- Support student admissions and registration processes, including writing and sending acceptance letters, tracking tuition deposits, and assisting with interview schedules and activities.
- Prepare adjunct/instructional faculty contracts and equipment requisitions, and administer surveys to students, graduates, and alumni as directed by the Program Director and Admissions Committee.
- Coordinate adjunct faculty files and course materials, communicate with large groups of adjunct faculty, and make travel arrangements for faculty members.
- Provide basic computer and technical support to students and faculty, and produce letters, reports, newsletters, and other original publications for courses and presentations.
- Assist in organizing and typing large accreditation and technical manuscripts, including an Annual Accreditation Report, and collaborate with the Program Director, faculty, and SHP Director of Assessment to provide needed documents for assessment purposes.
- Manage student progress and retention statistics and reports, and assist programs in preparation for reaccreditation self-study reports and onsite visits.
- Ensure that student handbooks, marketing documents, and accreditation portal are accurate and meet accreditation standards, and interact with various offices within the University and outside constituents.
- Promote the mission of Concordia University to all faculty, staff, students, and to the community at large, and promote effective working relationships among faculty, staff, students, alumni, professionals, and the general public.
- Maintain records and files, including confidential files in locked cabinets as required, and 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, and initiate and maintain departmental contact databases.
- Maintain and coordinate calendars, attend department meetings, and prepare agendas and 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, and coordinate other departmental events as directed by the Program Director.
- Supervise student workers, schedule exams, secure actors, graders, and outside lecturers to support courses and exams, and provide cross-department/program administrative support as needed.
- A high school diploma or GED is required; an Associate or Bachelor Degree is preferred.
- Three to five years of general office experience, including 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.
This is a part-time (29.5 hour/week), staff, non-exempt (hourly) position. The starting wage may be determined upon education and/or experience. Benefits include paid holidays, vacation pay, sick pay, pension, 403b, life insurance, disability, and tuition benefits for employees and their qualified dependents.
To apply, please submit an online employment application through our website. We are an equal opportunity employer and welcome applications from diverse candidates. 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.
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