Occupational Therapy Department and Clinic Assistant

Job description

Occupational Therapy Department and Clinic Assistant
University of Puget Sound
Job ID: 5830
Location: Occupational Therapy
Full/Part Time: Part-Time
Regular/Temporary: Regular

Staff Posting Details
Appointment: Regular 0.75 FTE position

Position Summary: This position provides a variety of administrative support duties for the Occupational (OT) department, Clinic Managers, faculty and students. It requires that the OT School and Clinic Assistant be able to respond to a variety of unanticipated interruptions, independently problem-solve solutions to complex problems and manage several complex tasks simultaneously. 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, hiring, training, mentoring, and supervising work study students (5 or more) for the Resource Room, and assisting the Program Coordinator in managing various department events. This position also manages the OT email account including responding to emails (up to 50 or more a day), forwarding emails to appropriate staff/faculty or appropriate University departments and updating standardized responses specific to admissions, the graduate school symposium and more. The Occupational Therapy School and Clinic Assistant also supports the Prospective Student Advisor by fielding questions specific to the application and admissions process, posting information about upcoming sessions on the website, and compiling registration for each session. Support to the Clinic Managers involves HIPAA training and updates; 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.

Essential Job Functions and Responsibilities:


    Provides general reception, communication and clerical assistance to faculty, staff, students, visitors, and OT clinic clients. Provides information regarding School procedures and services; assists faculty, staff, students, patients, medical personnel and the general public during OT operational hours. Responds to unanticipated interruptions and additional job tasks within reasonable timeframes or by assigned deadlines. Treats 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 and responds to individual email, OT department, OT Clinic, and OT Resource Room email boxes. Organizes and maintains confidential OT student files. Collects and distributes OT campus mail and packages. Photocopies and scans the School of Occupational Therapy correspondence and course syllabi, exams, handouts, class schedules, etc., and prepares them for distribution. Monitors and updates OT Clinic and School of OT webpage in collaboration with Program Coordinator Responds to inquires related to admissions, clinic services, and requests from students. Supervises five Resource Room student staff (see also supervisory responsibilities) and serves as back up as needed.

    Posts School updates and announcements on Canvas. Reserves WEY clinic spaces for faculty and students. Completes mailing projects. Collaborates with the Program Coordinator and other University Departments to ensure that the webpage is up to date and contains all required data. Specifically, this position is responsible for data on the website specific to the onsite clinic and prospective student activities. Serves as back up to Program Coordinator to take minutes for OT faculty meetings and retreats. Manages clerical aspects of the OT clinics including: creating and sending information packets to medical and community organizations during outreach, compiling and obtaining approval for incoming referral packets, confirming that medical referrals are complete, speaking with all potential and confirmed clients to schedule appointments, revising schedule as needed to accommodate the largest number of clients, sending out personalized confirmation packets, creating patient file charts and setting up filing system in Resource Room, rescheduling and cancelling client appointments schedules as needed, sending out communications as requested while keeping protected health information secure, updating and maintaining established electronic and paper filing systems and databases. At the end of the clinic session, archive client files and pull requested data from charts for future reference. Collect interdepartmental referrals from both OT and PT clinics and archive for the next cycle's outreach. Support the Clinic Coordinators and Department Chair onboarding process by collecting resumes, certifications and OT licenses, ordering keys and swipe access, setting up clinic instructor mailboxes and providing other clerical support as needed. 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. Purchase general and kitchen supplies as requested by OT students and clinic instructors, assist OT students with printing and reimbursement for items purchased during clinic.

    Processes School of OT deposits, when needed. Arranges room reservations throughout semester for faculty and OT students, serve as back up to Program Coordinator to market events, and place food and beverage orders for various School of OT and clinic events. Orders office supplies. Maintains OT department P-card; reconciles bills as required. Completes monthly billing for the electronic medical records system (December - May). Maintains and updates OT web page in collaboration with Program Coordinator.

    Maintains and updates School of OT faculty/staff voice mail, email directories, office assignments, and key requests.
  • Serve as back up to OT Program Coordinator in in the course evaluations process for faculty and the OT clinic. Assists Program Coordinator with proctoring and typing evaluations as needed.
  • Orders stationery, business cards and business envelopes as needed by faculty. Maintains OT campus mailbox numbers, ID swipe card access for all OT faculty, adjunct and clinical instructors, and OT students each semester (up to 100 people per semester). Orders keys for faculty and new hires. Orders new student ID cards and clinic cards for OT students. 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.

    Creates advising files, manages student advisor assignments and communicates changes to registrar's office Serves as backup for OT Program Coordinator with admissions application process. Works with the OT Program Coordinator as a back-up for the coordination of OT Commencement; reserves rooms, markets event, and orders food and beverages. Communicate with Career and Employment Hires student workers for the Resource Room as needed. 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, home plans and Clinic Instructor evaluations as requested. Collaborates with clinic coordinators to wrap up client files and EMR records Completes all training updates specific to HIPAA compliance Serves as backup for updating department information and course descriptions in university bulletin. Print award certificates for graduation. Collaborates with the Program Coordinator and Department Chair (or designee) to update and publish student, adjunct/clinical faculty and faculty and staff handbooks Assists with compiling new student orientation materials.

Ongoing or As Needed:
    Manages student petitions paperwork. Creates and sends correspondence to acknowledge department donations. Proctors exams for OT faculty, as needed. Orders desk copies of textbooks for OT faculty. Serves as backup for budgetary tasks and submissions. Backs up the OT Program Coordinator regarding the 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.
  • Supports response to and set up/implementation of new or emergency procedures to help ensure the smooth running of the department (e.g., COVID response)
  • Orders desk copies of textbooks as requested by faculty.

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

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.

    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.

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

Required Documents:
    Resume Letter 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.

How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of 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. EOE/AA


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Job No:
Posted: 6/4/2021
Application Due: 6/4/2033
Work Type: Full Time