Academic Program Assistant, Occupational Therapy Program

University-of-St.-Augustine-For-Health-Sciences; Miami (FL); On-site; USD 42,000 - 52,000; Full time

Job summary

The Academic Program Assistant at University of St. Augustine for Health Sciences provides administrative, logistical, and operational support for the assigned academic program. This role collaborates with the academic leadership, faculty, and students to ensure smooth program operations on campus.

This campus-based position requires presence on campus five days a week, with occasional weekend support. Responsibilities include event coordination, program administration, and general campus

Qualifications

• Minimum of a high school diploma or equivalent.
• At least three years of experience as an administrative assistant.
• Experience with Microsoft Office and Blackboard (learning management system).

Responsibilities

• Coordinate event planning and logistics for academic events (commencement, ceremonies, guest speakers).
• Provide on/off campus support during events, including evenings and weekends when scheduled.
• Manage university projects: faculty credentials, course assignments in Blackboard, syllabi and booklists, rosters, assessments, and contacts.
• Assist with acquiring accreditation documents (CEUs, CVs, licensure) and coordinate information across departments.
• Coordinate interviews: invitations, onboarding schedules, room setup.
• Oversee day-to-day program and university activities.
• Provide administrative support: scheduling, files, expense reports, travel, minutes, materials delivery.
• Serve as campus contact to relay university information and assist with front desk duties.
• Coordinate with Assistant Program Directors to compile contributing faculty and maintain faculty schedules.
• Coordinate new student orientations with Student Services and Directors, verify membership, order books for rotations.
• Maintain student conference attendance in EXXAT.
• Participate in Campus Readiness Team and campus reentry activities as needed.

Skills

Communication skills

Project management

Relationship building

Flexibility

Discretion

Education

High school diploma or equivalent

Bachelor’s degree or vocational training in office skills

Tools

Microsoft Office Suite

Blackboard

Job description

GENERAL SUMMARY

The Academic Program Assistant is responsible for providing administrative, logistical, and operational support for all aspects of the assigned academic program. This includes support required by the academic leadership team, faculty and students. The incumbent interacts regularly with academic support personnel and other departments across the campus and the University concerning all aspects of program operation.

This is a campus-based position and requires a presence on campus five (5) days per week with the occasional and scheduled in advanced weekend support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Coordination, Support and Logistics

• Assist in the planning and preparation of all academic-related events including commencement, student honor society, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
• Attend all academic events to provide on/off campus support; may require occasional weekend and evening hours.

Program Administration

• Manage and maintain projects for the university including, but not limited to, faculty credentials and documentation, course assignments in Blackboard, course syllabi and booklist, student status rosters, assessments, and contact lists.
• Assists with acquiring faculty accreditation documentation to include annual CEUs, updated CV, licensure requirements, etc., and coordinating across departments to ensure required information is captured in the accreditation files in a timely manner.
• Assists with the coordination and scheduling of candidate interviews including meeting invitations, preparing onboarding schedules, room preparation and set-up.
• Responsible for overseeing the day-to-day functions of the program and university related activities.

General Administration

• Provide administrative support for the program by performing tasks such as scheduling meetings, maintaining files, expense tracking reports, travel arrangements, taking meeting minutes, delivering materials to the classrooms, and business card requests.
• Serve as a campus contact for faculty, staff, students, alumni, visitors, or outside agents to relay University information, policies, procedures, and activities.
• Provide reception and front desk coverage to the Customer Service Coordinator as needed (i.e., lunch breaks, vacations, sick, etc.)

Faculty Support

• Coordinate with Assistant Program Directors to compile contributing faculty assignments.
• Maintain the schedule of course coordinators and faculty.

Student Support

• Coordinate new student orientations with Student Services and Program Directors, verify program membership and order books for students on clinical rotations.

• Maintain student conference attendance in EXXAT.

Campus Support

• Serve as a member of the Campus Readiness Team (Safety) and on the campus reentry team as needed.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

Reports to: Academic Program Director

Positions Supervised: This position has no direct reports but may manage student worker schedules and timesheets, if assigned

TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Excellent communication skills, both verbal and written, including communicating with tact and discretion.
• Must have excellent project management skills, the ability to manage competing priorities, and the ability to build and maintain strong partner relationships.
• Demonstrated ability to establish and maintain positive working relationships with the public, supervisors, students, professional staff/faculty and co-workers.
• Willingness to work a flexible schedule when required.
• Professional demeanor with the ability to maintain confidentiality.

EDUCATION and/or EXPERIENCE

• Minimum of high school diploma or equivalent; Bachelor’s degree or vocational training in office skills highly preferred.
• Minimum of three years of experience as an administrative assistant
• Intermediate to advanced experience with Microsoft Office products such as Windows, Word, Excel, PowerPoint.

LICENSURE and/or CERTIFICATION

Not applicable

TRAVEL

Position may be required to travel to other campuses to support academic events.

BUSINESS COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

WORK ENVIRONMENT

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.