Office Manager of the Occupational Therapy Department

Position Summary

The Department of Occupational Therapy Office Manager serves as the central administrative partner to the Department Chair and ensures the efficient daily operation of the Occupational Therapy Department, which includes both the OTD and OTA programs. This role manages departmental logistics, communications, events, budgeting support, and faculty/student administrative needs. The Office Manager contributes directly to departmental organization, accreditation preparedness, student experience, and program success.

Essential Duties and Responsibilities

Department Operations & Administrative Leadership

• Serve as the primary administrative contact for faculty, adjuncts, students, staff, and campus partners.
• Manage daily office operations, calendars, communications, and workflow.
• Maintain office systems, supplies, equipment, and shared departmental workspaces.

Faculty, Staff, and Student Support

• Coordinate onboarding, payroll, scheduling, and HR documentation for full-time and part-time faculty and staff.
• Assist with student records, communications, attendance tracking, and policy-based administrative needs.

Event & Program Coordination

• Plan and execute departmental events, including but not limited to:

• Orientation and Welcome Dinner

• White Coat Ceremony events
• Graduation brunch and celebrations
• Research Day
• Induction ceremonies (e.g., Pi Theta Epsilon)
• Community Advisory Board meetings
• Coordinate logistics, scheduling, invitations, RSVPs, space reservations, technology support, and vendor interactions.

Budgeting, Purchasing & Financial Coordination

• Track departmental budgets, purchasing activity, reimbursements, and financial records following university procedures.
• Process purchase orders, invoices, supply orders, and vendor communication.
• Assist with multi-year planning and fiscal documentation.

Records, Accreditation & Compliance

• Maintain departmental files, reports, and confidential documentation.
• Support ACOTE accreditation needs, compliance tracking, and data organization.
• Assist with fieldwork/clinical education documentation as needed.

Course & Academic Operations

• Coordinate textbook orders, syllabi collection, and course material tracking each semester.
• Assist with classroom and lab scheduling in partnership with the registrar and facilities.
• Provide administrative support for faculty course operations.

Communication & Office Management

• Draft, distribute, and manage departmental announcements and internal communications.
• Serve as liaison to university offices such as HR, finance, IT, facilities, events, and admissions.
• Support website updates, newsletters, or outreach materials when applicable.

Student Worker Supervision

• Hire, train, and supervise student workers.
• Delegate tasks and ensure consistent office coverage and task completion.

Minimum Qualifications

• Bachelor's degree preferred; significant relevant administrative experience considered in lieu of degree.
• Strong organizational, communication, and problem-solving skills.
• Proficiency with Microsoft Office and willingness to learn university platforms.
• Experience in higher education, healthcare programs, or office administration strongly preferred.
• Ability to manage confidential information with professionalism and discretion.
• Event planning and logistics coordination experience is a plus.

Ideal Candidate Attributes

• Highly organized and proactive with strong attention to detail
• Professional, responsive, and service-oriented in communication
• Capable of managing multiple priorities in a fast-paced environment
• Comfortable working both independently and in collaboration with leadership
• Skilled at representing the department in a positive, solutions-focused manner