Job Title: Program Coordinator and Office Manager - Physical Therapy
Location: Physical Therapy
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 4709
Staff Posting Details

The University of Puget Sound invites applications for a program coordinator and office manager to join the School of Physical Therapy.

Position Description:

This position acts as the liaison for the School of Physical Therapy by carrying out day-to-day operations for the School of Physical Therapy and the administrative duties for the Physical Therapy Onsite Clinic. This position reports directly to the PT Program Director with matrix support to the Director of Clinical Education and Program Faculty. The role of the Physical Therapy Program Coordinator/Office Manager includes but is not limited to the following: Coordinating and conversing with Prospective Students, current students, clinic patients and healthcare professionals; Project Management and design; Manage Databases essential to the success of the PT program; Marketing; Event Planning; Office Management; Supervising; Budget and financial coordination for faculty, students and staff.

Responsibilities:

Administrative Coordination:

• Manages the PT department calendar.
• Coordinates travel and hotel arrangements for Director and Faculty.
• Prepares agendas and acts as a scribe for retreats and Departmental meetings.
• Leads Administrative/Director meetings to ensure projects are on track.
• Maintains administrative files.
• Creates departmental forms and manages departmental forms on SoundNet.
• Manages and organizes mail, supplies and supply purchases.
• Supports other Faculty and Clinical Instructors as needed.
• Answers and directs phone calls and other general inquiries for the School of Physical Therapy.
• Collects emergency contact information for the department.
• Maintains office equipment and arranges for service as needed.
• Coordinates access for Faculty, Students and Staff.
• Coordinates wheelchair maintenance by collaborating with the OT department.
• Manages departmental copy codes.
• Collaborates with PT Program Director and Faculty to develop, compile, and write communications and promotional literature such as brochures, flyers, and postcards for distribution; coordinates process from conception through printing and distribution.
• During the annual program admissions cycle, manages applicant data, assigns files for review, composes and sends applicant communications, builds and maintains PT500 Enrollment module in Moodle for incoming students, and compiles data for statistical profile of applicants.
• Plans and oversees distribution and compilation of enrollment surveys, alumni surveys, and graduate surveys to generate outcome data for program web page and routine reporting to CAPTE, the program’s accrediting agency.
• Assists Director of the PT Program in completing Annual Accreditation Report for CAPTE.
• Maintains alumni and donor relations files and has primary responsibility for communications with these groups.
• Maintains department Policy Manual including adding and updating policies as they are submitted, posting them on PT faculty website, and archiving revised and rescinded policies.
• Manages all phases of administering the annual comprehensive examination for third-year students.

Supervisory Duties:

• Updates job descriptions while collaborating with Career Employment Services.
• Conducts interviews and selections for positions.
• Orients new employees to their role in the Clinic.
• Conducts performance evaluations.
• Maintains personnel files.
• Coordinates security access.
• Approves payroll.

Budgetary/Financial Coordination:

• Monitors and tracks program/project expenditures to ensure adequate funding throughout the year.
• Prepares purchase orders and check requests, processes travel expense forms and invoices, tracks purchasing card charges, and reconciles statements for self and Director of the PT program. Maintains records of income and expenses via WellsFargo CEO Portal.
• Deposits funds collected through services provided from the School of Physical Therapy.
• Collaborates with the OT department in regards to shared costs for Clinic, Anatomy and other miscellaneous expenses.
• Receives and organizes receipts for student reimbursements, initiates check requests, and processes honorariums. Monitors receipts and maintains records for compliance with university guidelines, accurately completing and processing requests.
• Maintain vending machine – funds solely used for our Summer Camp for Kids program hosted by PT and OT programs.

Event/Project Coordination:

• Coordinates program related events such as Commencement Hooding Ceremony, Kids Camp, research symposia, new student functions and continuing education.
• Plans and organizes logistics for events, ensuring their smooth operation.
• Arranges for catering, AV equipment, travel accommodations, transportation, displays and other event needs.
• Negotiates event-related fees.
• Creates event programs and agendas.
• Staffs events to ensure its smooth operation and that all logistics and other event details are implemented as planned.
• Ensures logistics for invited guests are clear and complete.
• Coordinates special projects, maintaining project plans, tracking completion of deliverables and other project milestones.
• Processes purchase orders and identifies the appropriate accounts.
• Maintains project files, including documentation and correspondence.

Website/Communication Coordination:

• Manages the enhancement and maintenance of departmental website through BigTree and MachForm.
• Monitors the department’s web presence. Ensures that web pages are working effectively and monitors new features, changes, marketing campaigns and programs to ensure that marketing objectives are met.
• Coordinates the promotion of programs to increase participation. This includes Research, Summer Camp for Kids, On-site clinic, Continuing Education etc.
• Manages the image of the School of Physical Therapy as it is displayed online by highlighting recent and past successes and Experiential Learning.
• Collaborate independently with Technology Services to complete projects as it relates to the needs for the School of Physical Therapy.

Administrative Clinic Coordination:

• Collaborates with the Director of Clinical Education to review referrals for new patients seen in the clinic and exercise group.
• Schedules patients for Fall and Spring clinics.
• Distributes and maintains parking passes for patients.
• Creates patient charts.
• Maintains chart room where patient charts and Clinical Instructor boxes are located.
• Coordinates clinic Linen pickup and delivery.
• Updates public display of PT licensure for clinic compliance.
• Maintains patient information in WebPT.
• Serves as the front desk personnel for the clinic. This includes checking in patients, collecting payments, collecting patient data, assisting in paperwork completion, restocking and general housekeeping for front lobby.
• Liaison between patients, students, healthcare providers and clinical instructors. Including scheduling new visits, cancellations, and delivering additional pertinent information.
• Supervises PT Clinic Aides.
• Coordinates all administrative functions for the Physical Therapy On-Site clinic.

Academic Administrative Coordination:

• Serves as the students’ administrative liaison to aid in their success in the program.
• Directs students on how to complete required administrative forms i.e. travel reimbursement, student funding application, evaluations, and other related departmental documents.
• Coordinates all prospective student functions, answers questions and acts as a liaison for the prospective student and Puget Sound community. This includes registration for visits, tours, info sessions, events, class observations, website management etc.
• Updates Moodle shell for the incoming class and serves as support for Faculty and Adjunct Faculty.
• Collaborates with the student leadership group (SPTA) to find workable solutions to inter departmental challenges, purchasing and miscellaneous requests.
• Prepares the Academic calendar for Fall and Spring using PeopleSoft and Excel.
• Collects, checks and pulls information from Syllabi every semester to ensure it is accurate to departmental and University standards.
• Manages, creates, prepares, distributes, controls and closes the following evaluations for the school of Physical Therapy: elective course selection, course specific, guest presenter, assistant instructor, clinical instructor, on-site clinic, patient satisfaction, DCE, Director, alumni, current students and other miscellaneous evaluations via SurveyMonkey.
• Creates Emergency Accountability forms for all Faculty.
• Proctors exams for PT faculty.

Qualifications:

• Bachelor’s Degree or an equivalent combination of education and work experience
• Two years of administrative/coordinator experience
• Excellent communication skills and a proven track record of success in collaborative work
• Strong interpersonal, written, and oral communication skills
• Creative, strategic, and analytical thinker with the ability to manage multiple projects
• Strong computer skills with webpage maintenance, database management, and proficiency with Microsoft Office software
• Ability to work with minimal supervision
• Bookkeeping or budgetary experience preferred
• At least 1 year supervisory experience preferred
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices--services/human-resources/overview-of-university-benefit/.

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

Diversity Statement:

• We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
• We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
• We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/.

The University of Puget Sound is an equal opportunity employer.

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