Job Title: OT Program Coordinator
Location: Occupational Therapy
Regular/Temporary: Regular
Full/Part Time: Part-Time
Job ID: 5684
Staff Posting Details Appointment: Regular, 0.75 FTE

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 including brochures, SLATE, and webpage, coordinating the admissions cycle for the program, working with the Program Director and faculty to update and maintain all accreditation materials and paperwork, coordinating department events, project management and design, managing the OT course schedule, and maintaining budget for OT department and providing support for the Fieldwork Coordinator’s budget needs.

Essential Job Functions and Responsibilities:

• Manages department’s OTCAS database (admissions), Canvas page, Qualtrics (university survey system), and alumni database.
• Collaborates with the OT Department and Clinic Assistant and other University Departments to ensure that the webpage is up to date. Specifically this position is responsible for ensuring the website contains all required accreditation data, admissions/prospective student information, marketing and alumni support.
• 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.
• Schedules, proctors, and conducts 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.
• Coordinates with the Program Director and Associate Program Director to ensure that all accreditation paperwork and reviews for the MSOT and OTD Programs are complete and up to date
• Prepares student documentation/applications for departmental scholarship and grant decisions. Notifies students of scholarship and grant decisions. Processes grant reimbursement requests.
• Tracks and processes payments for Richlee Deserved funds.
• Plans, coordinates, and implements the School of OT graduation events, including hooding and pinning ceremonies, in coordination with OT Department and Clinic Assistant and School of PT program coordinator. Creates hooding ceremony program document for print, collect student photos and create ceremony slide show.
• Serves as editor for department newsletter.
• Updates/maintains marketing materials.
• 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.
• Collaborates with the Program Director and Associate Program Director to support onboarding of incoming students each year including, communication with students, assignment of lockers, supporting orientation activities.
• Completes yearly accreditation surveys in collaboration with the Program Director.
• Designs and issues surveys to students, employers and alumni as per accreditation requirements.
• Manages the survey system for the OT department and supports faculty use of Qualtrecs.
• Coordinates the Graduate Student Project Symposium in collaboration with the faculty and Department and Clinic Assistant. Updates the webpage; invites alumni, FW educators, adjunct faculty, and clinical instructors; collects and deposits the admission fee.
• 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.
• Maintains HIPAA compliance training and follows HIPAA requirements for written and verbal communications
• Prepares new OT student advising letter, orientation packets, and student handbook
• Treats other people, including those of different backgrounds, beliefs, and gender, with fairness and respect.
• Prepares Faculty Emergency Folders by downloading individual course rosters, current emergency procedures and maps, distribute to faculty, adjunct faculty, and clinic instructors. Collect folders at end of semester.
• Maintains and updates faculty, staff and student handbooks

As Needed:

• Coordinates logistics, scheduling, and participant communications for workshops, meetings, conferences, and faculty searches.
• Purchases promotional items and apparel.
• Proctors exams for OT faculty.
• Serves as backup for OT Department and Clinic Assistant.

Supervisory Responsibilities

• Hires and supervises work study OT office assistant.
• Acts as backup supervisor for OT Resource Room student assistants.

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, budget, and Academic Fieldwork Coordinator’s budget.

Qualifications:

• Bachelor’s degree plus two years of related experience preferred. Equivalent combination of education and experience considered.
• 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.
• Knowledge of healthcare terminology/processes; HIPAA compliance procedures.
• Ability to work with minimal supervision.
• Independence in figuring out complex systems.
• Bookkeeping or budgetary experience.
• 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.

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: Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

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.