Administrative Assistant for Occupational Therapy

St. Ambrose University; Davenport (IA); On-site; USD 38,000 - 52,000; Full time

Job summary

St. Ambrose University in Davenport, IA, is seeking a full-time Administrative Assistant to join the Occupational Therapy Department.

This role supports the department's academic, clinical education, and experiential learning activities. The successful candidate coordinates contracts and affiliation agreements, maintains compliance with FERPA and health requirements, manages student records, LMS tasks, and office operations, and serves as a key contact for students, faculty, clinical partners,

Qualifications

• Minimum associate's degree; strong communication and data-entry skills.
• Proficiency with Microsoft Word, Excel, Access; internet literacy.
• Experience with health requirement compliance is a plus.
• Ability to interact professionally with faculty, staff, students and partners.

Responsibilities

• Supports clinical education faculty in each department.
• Communicate with students and clinical sites regarding contracts, site and health requirements.
• Order/run state-specific background checks.
• Track student records and data in record systems (e.g., EXXAT).
• Prepare clinical education and fieldwork paperwork.
• Assist with event coordination for department and partnerships.
• Support faculty with course management (LMS, Proctoring).
• Maintain FERPA compliance and manage files.
• Supervise graduate assistants.

Skills

Strong written and verbal comm.

Attention to detail

Initiative

Interpersonal skills

Education

Associate's degree in related area

Tools

Microsoft Office Suite

Word

Excel

Access

Internet skills

LMS

Proctoring

Job description

Administrative Assistant St. Ambrose University is seeking a full-time Administrative Assistant to join the Occupational Therapy Department. This position plays an important role in supporting the department's academic, clinical education, and experiential learning activities.

The Administrative Assistant coordinates a variety of essential departmental processes, including course support, clinical contracts and affiliation agreements, and documentation of university and student requirements related to clinical education and fieldwork compliance. The position works independently with minimal supervision and serves as a key point of contact for students, faculty, clinical partners, and others through in-person, phone, and email communication. Additional responsibilities include providing guidance and support to graduate assistants.

We are seeking a highly organized, collaborative professional who demonstrates strong communication skills, attention to detail, initiative, and a commitment to supporting students and the work of the Occupational Therapy Department.

Key Responsibilities

• Supports clinical education faculty in each department
• Communicate (in-person meeting, email, etc.) with students and clinical sites regarding clinical education contract, site and health requirements

• Order/run state specific background checks as assigned
• Track student records / data in applicable record management systems (i.e. EXXAT, other databases)

• Prepare clinical education and field work site paperwork
• Assist with event coordination for department, clinical and community partnerships

• Support faculty with course management (LMS, Proctoring)
• Use of office machines including photocopiers, telephones, FAX, computer and Microsoft Office products, etc

• Monitor program, site, and contract requirement documentation
• Maintain compliance and abide by FERPA Policy
• Supports department and course organization of files
• Supervises graduate assistants
• ESSENTIAL FUNCTIONS: To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. A qualified individual is one who, with or without reasonable accommodations, can perform the essential functions of the position.

General Requirements

accommodations, can perform the essential functions of the position.

A minimum of an associate's degree in a related area and knowledge of assigned work area. Strong written and verbal communication skills, detail oriented, accurate data entry and skill with computers including: working knowledge of Microsoft Office Suite, especially Word, Access and Excel, Internet capabilities, etc. Previous experience is preferred. Experience with health requirement compliance is a plus. Ability to professionally interact with all faculty, staff, students, and all constituents we serve.

Occasionally it may be necessary to vary the number of hours and/or specific days worked per week.

Compensation will be paid in accordance with the provisions of the Fair Labor Standards Act of 1938, as amended.

Specific Requirements

• Excellent interpersonal skills and professional behaviors.
• Personal qualities of tact and diplomacy; ability to maintain a high level of confidentiality, to initiate and conduct work with a minimum of supervision, and to accept constructive criticism.
• Competent performance with a variety of office machines.
• Competent performance in the use of Microsoft, Excel, Google.
• Experience with medical terminology; understanding of common immunization/screening requirements, or willingness to learn.
• Excellent organizational skills.
• Willingness to learn new technology as needed.

Benefits

• Competitive salary commensurate with experience.
• Comprehensive benefits package, including medical, dental, vision, and retirement plans.
• Generous paid time off and holidays.
• Tuition Remission.
• Professional development opportunities.
• Supportive and collaborative work environment.
• Access to campus amenities, cultural events, and recreational facilities.

St. Ambrose University and its affiliate campuses, including Mount Mercy University in Cedar Rapids, Iowa, are an inclusive, Catholic, and diocesan community of learners. Together, we empower all members of our community to act courageously, to seek wisdom through faith and reason, to work for justice and mercy, and to lead lives of service. St. Ambrose University and its affiliated institutions within its Catholic higher education network are equal opportunity employers.