Job Title: Program Coordinator - Occupational Therapy
Location: Occupational Therapy
Regular/Temporary: Regular
Full/Part Time:
Job ID: 4951
Staff Posting Details
Appointment: Regular, 0.75 FTE position

Position Summary:

This position provides program support to Occupational Therapy (OT) Program Director, faculty, students, and alumni. Key responsibilities include supporting OT Program Director with the day-to-day operation of the program, managing databases essential to the running of the department, and updating/maintaining department marketing materials such as the webpage, coordinating the admissions cycle for the program, coordinating department events, project management and design, and maintaining budget for OT department and Fieldwork Coordinator.

Essential Job Functions and Responsibilities:

• Manages department’s OTCAS database (admissions), Moodle page, webpage, Qualtrics (university survey system), and alumni database.
• Takes minutes for OT faculty meetings and retreats.
• Coordinates department’s participation in graduate fairs: maintains database of graduate fairs department should attend, provides a representative (faculty, staff or alumni) to attend graduate fairs.
• Collaborates with the OT Administrative Specialist to schedule and conduct course evaluations for OT faculty, visiting faculty, and adjunct faculty at the end of each semester and for OT clinic at the end of spring semester. Prepares and distributes evaluations for the dean’s and department files. Shares the responsibility of proctoring and typing evaluations with the OT Administrative Specialist.
• Prepares student documentation/applications for departmental scholarship and grant decisions. Notifies students of scholarship and grant decisions. Processes grant reimbursement requests.
• Serves as editor for department newsletter.
• Updates/maintains marketing materials.
• Manages department copy codes.
• Coordinates admission procedures: sets up faculty login/password information in OTCAS, compiles all applicant information into a spreadsheet for the purpose of ranking, coordinates with Office of Admission regarding applicant files, compiles applicant information into a cover sheet for each file, manages mass communication between the program and the applicants via OTCAS
• Serves as the department’s WICHE coordinator; processes WICHE requests.
• Completes yearly accreditation survey.
• Designs and issues surveys to students and alumni. Manages the survey system for the OT and PT departments.
• Coordinates the Graduate Student Project Symposium in collaboration with the faculty and Administrative Specialist. Updates the webpage; invites alumni, FW educators, adjunct faculty, and clinical instructors; collects and deposits the admission fee.
• Prepares new OT student advising letter, orientation packets, and student handbook.
• Treat other people, including those of different backgrounds, beliefs, and gender, with fairness and respect.

As Needed:

• Coordinates logistics, scheduling, and participant communications for workshops, meetings, conferences, and faculty searches.
• Collaborates with OT 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.
• Proctors exams for OT faculty.
• Archives student files.
• Serves as backup for OT Administrative Specialist.

Supervisory Responsibilities

• Supervises work study OT office assistant.
• Acts as backup supervisor for OT Resource Room student aids.

Budget Responsibilities

• Manages department’s budget and accounts.
• Purchases office and instructional supplies for department.
• Processes honorariums and disbursement requests for faculty, staff, and student reimbursements.
• Deposits OT department payments and maintains deposit records.
• Maintains OT department P-card; reconciles bills as required.
• Reconciles department bookstore account.

Qualifications:

• Bachelor’s degree plus two years of related experience, or equivalent combination of education and 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. Review of application materials will begin immediately.

Required Documents:

ResumeLetter of Interest

Applications submitted without the required attachments will not be considered.

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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