Job Title: Occupational Therapy School and Clinic Assistant
Location: Occupational Therapy
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 4618
Staff Posting Details

The School of Occupational Therapy seeks applications for a school and clinic assistant to join their team! This position provides a variety of administrative support duties for the Occupational (OT) department and Clinic Director. Key responsibilities include responding to inquiries sent via multiple media; providing reception for the OT department via WEY 204, maintaining student files, supporting OT faculty course management and logistics, and managing various department events. The Occupational Therapy School and Clinic Assistant Specialist also supports the Prospective Student Advisor by fielding questions specific to the application and admissions process. Support to the Clinic Director involves supervising work study students for the Resource Room; managing social media, clinic records, supplies and equipment for the OT on-campus clinics; scheduling OT clinic patients; and managing clinic databases, electronic medical records, mailings and surveys. This position also serves as backup for the OT Program Coordinator.

This position is currently a regular, on-going 0.75 FTE (full-time equivalency) position, but for the 2019-2020 year (through June 30, 2020), the position will be 1.0 FTE, full-time.

Responsibilities:

Daily:

• Provides general reception, communication and clerical assistance to faculty, staff, students, visitors, and patients. Provides information regarding School procedures and services; assists faculty, staff, students, patients, medical personnel and the general public during OT operational hours.
• Treat other people, including those of different backgrounds, beliefs, and gender, with fairness and respect.
• Composes and types memoranda, forms, letters, labels, envelopes, and other material for School of OT/clinic purposes. Makes photocopies for department/clinic as needed.
• Monitors School’s email and voicemail.
• Organizes and maintains confidential OT student files.
• Monitors School and clinic webmail;
• Collects and distributes OT campus mail.
• Photocopies the School of Occupational Therapy correspondence and course syllabi, exams, handouts, class schedules, etc., and prepares them for distribution.
• Monitors School of OT webpage.

Weekly:

• Responds to students’ admissions inquiries.
• Posts School updates and announcements on Moodle.
• Reserves WEY clinic spaces for faculty and students.
• Completes mailing projects.
• Supervises five Resource Room student staff (see also supervisory responsibilities).
• Manages clerical aspects of the OT clinics including creating and processing patient records and maintaining established electronic and paper filing systems and databases.
• Sets up student and clinical instructor (CI) accounts for the electronic medical records system, including assigning students to clinic sections, providing support for students and CIs, and closing accounts at the end of the spring semester (Weekly, December – May).
• Maintains clinic office supply inventories and audio-visual supplies for the OT clinic.

Monthly:

• Processes School of OT deposits.
• Arranges room reservations, markets events, and orders food and beverages for various School of OT and clinic events.
• Orders office supplies.
• Completes monthly billing for the electronic medical records system (December – May).
• Acts as back up for updating OT web page.

Semi-annually:

• Maintains and updates School of OT faculty/staff voice mail, email directories, office assignments, and key requests.
• Collaborates with the OT Program Coordinator to schedule and conduct course evaluations for faculty and the OT clinic. Prepares and distributes evaluations for university and department files. Shares the responsibility of proctoring and typing evaluations with the OT Program Coordinator.
• Orders stationary.
• Maintains OT campus mailbox numbers, and key card access.
• Oversees after-hours lock/unlock requests. Communicates security concerns to Security Services.
• Updates and distributes professional behaviors system forms.
• Coordinates room schedule, orders supplies, and maintains handbook for Resource Room.

Annually:

• Manages student advisor assignments.
• Serves as backup for OT Program Coordinator with admissions application process.
• Manages coordination of OT Commencement; reserves rooms, markets event, and orders food and beverages.
• Hires student workers for the Resource Room.
• Creates and updates handbook for Resource Room staff.
• Manages setup and year-end procedures and equipment for incoming Clinic Instructors.
• Sends clinic patient discharge letters and Clinic Instructor evaluations.
• Collaborates with clinic coordinators to wrap up client files and EMR records
• Serves as backup for updating department information and course descriptions in university bulletin.

Ongoing or As Needed:

• Manages student petitions paperwork.
• Proctors exams for OT faculty, as needed.
• Orders desk copies of textbooks for OT faculty.
• Serves as backup for budgetary tasks and submissions.
• Coordinates School’s participation in graduate fairs: maintains database of graduate fairs department should attend, provides a representative (faculty, staff or alumni) to attend graduate fairs.
• Provides coverage for the Resource Room during critical periods when a student worker is absent.

Supervisory Responsibilities:

Resource Room

• Supervises five Resource Room student staff.
• Conducts at least one staff meeting per month, (additional, as needed), takes meeting minutes, and distributes to staff.
• Orders assessments, kits, and reference books. Orders replacements for missing items.
• Presents Resource Room policies at the beginning of fall and spring semesters to first and second year OT students
• Serves as backup supervisor for OT student staff.

Budget Responsibilities:

• Purchases instructional supplies for classroom and clinic, as needed.
• Maintains employee P-card for departmental purchases, uploads receipts, and reconciles bills as required.

Qualifications:

• Currently open to internal candidates only.
• Two (2) years of college, or associate’s degree; bachelor’s degree preferred
• Three (3) years of administrative experience in a college or university preferred
• Two (2) years of supervisory experience preferred
• Familiarity with EMR or willingness to learn how to use an EMR (Electronic Medical Records)
• Trained in confidentiality and ability to train and learn HIPAA requirements
• Typing proficiency
• Organization, strong customer service skills, and discretion when dealing with sensitive and confidential information
• Familiarity with Microsoft Office software (including Word, Excel, Outlook)
• Ability to work independently with minimal supervision
• Bookkeeping or budgetary 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. This position will close on Wednesday, June 19, 2019 at 4 p.m.

Required Documents:

Applications submitted without the required attachments will not be considered.

• Resume
• Letter of Interest

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/

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.

The University of Puget Sound is an equal opportunity employer.

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