Administrative Associate II

Sam Houston State University; Huntsville (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Sam Houston State University seeks an Administrative Associate II to perform advanced administrative duties for the Department of Physical Therapy, supporting clinical education, student services, and recruitment for the pre-accreditation Doctor of Physical Therapy program.

The role involves coordinating with the centralized admissions team, maintaining records in EXXAT, managing compliance documentation, and supporting CAPTE reporting, open houses, and recruitment events.

Qualifications

• Associates degree in Business, Business Administration, Healthcare related areas, or related field.
• Bachelor's degree preferred.
• Three years relevant administrative assistant experience or experience in a related field.
• A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Responsibilities

• Serves as the department's primary point of contact for prospective and enrolled students and as the departmental liaison to the centralized admissions team.
• Coordinates clinical education operations in support of the Director of Clinical Education.
• Maintains the clinical site database and clinical education management system (EXXAT).
• Tracks student compliance documentation, including immunizations, background checks, drug screens, and HIPAA/OSHA training.
• Coordinates scheduling and logistics for clinical site visits, seminars, and instructor development activities.
• Prepares clinical education data reports for CAPTE accreditation.

Skills

Administrative support

Customer service

Attention to detail

FERPA knowledge

Education

Associate degree (Business/Healthcare related)

Bachelor's degree preferred

Tools

EXXAT

Microsoft Office

Job description

Requisition:

202600276S

Title:

Administrative Associate II

FLSA status:

Non-Exempt

Hiring Salary:

This position is a pay grade 6. Please see Pay Grade Table at: https://pa-hrsuite-production.s3.amazonaws.com/116/docs/550174.pdf.

Occupational Category:

Technical/Para-Professional

Department:

Dept of Physical Therapy

Division:

Division of Academic Affairs

Open Date:

09/04/2026

Open Until Filled:

Yes

Educational and Experience Requirement:

Associates degree Business, Business Administration, Healthcare related areas, or related field. Bachelor's degree preferred. Three years relevant administrative assistant experience or experience in a related field. A combination of education, experience, and training that would produce the required knowledge and abilities could be considered.

Nature & Purpose of Position:

Performs advanced administrative duties for the Department of Physical Therapy with primary responsibility for clinical education support, student services, and recruitment for the pre-accreditation status Doctor of Physical Therapy (DPT) program.

Primary Responsibilities:

Serves as the department's primary point of contact for prospective and enrolled students and as the departmental liaison to the centralized admissions team. Coordinates clinical education operations in support of the Director of Clinical Education. Responsibilities include initiating, routing, executing, and tracking renewals of clinical site contracts and affiliation agreements. Maintains the clinical site database and clinical education management system, including EXXAT and Clinical Site Information Form records. Collects and tracks student compliance documentation, including immunizations, background checks, drug screens, CPR/BLS certification (Cardiopulmonary Resuscitation/Basic Life Support), HIPAA (Health Insurance Portability and Accountability Act) and OSHA (Occupational Safety and Health Administration) training, and health insurance verification. Coordinates Clinical Instructor credentialing records and APTA (American Physical Therapy Association) Credentialed Clinical Instructor Program documentation. Coordinates scheduling and logistics for clinical site visits, clinical education seminars, and clinical instructor development activities. Maintains clinical placement records and student assignment rosters. Prepares clinical education data reports required for CAPTE (Commission on Accreditation in Physical Therapy Education) accreditation. Responds to inquiries from prospective and enrolled DPT (Doctor of Physical Therapy) students regarding program requirements, policies, curriculum, and student services. Refers admissions and application questions to the centralized admissions team or the Chair and Program Director, as appropriate. Facilitates communication between the centralized admissions team, Department Chair and Program Director, and departmental Admissions Committee. Distributes applicant status information provided by the centralized admissions team. Schedules and supports Admissions Committee meetings and applicant interview days. Communicates departmental admissions decisions and priorities to the centralized admissions team. Coordinates and staffs recruitment activities, including information sessions, open houses, campus visits, prospective student tours, career fairs, undergraduate feeder program outreach, and virtual recruitment events. Maintains prospective student contact lists and supports recruitment communication campaigns in partnership with university marketing and enrollment management. Assists with website content, social media, and program marketing materials in coordination with university communications. Coordinates student onboarding, orientation, white coat and induction ceremonies, commencement activities, and program events. Supports student organizations and departmental student activities. Maintains student academic and compliance records in accordance with FERPA (Family Educational Rights and Privacy Act) and university policy. Tracks student progression, remediation documentation, advising records, and program milestones. Prepares and distributes student communications and program correspondence. Assists with maintenance of the DPT student handbook, clinical education handbook, and associated forms. Compiles, tracks, and reviews enrollment, retention, graduation, and clinical education data required for CAPTE reporting, THECB reporting, and institutional effectiveness reviews. Performs other related duties as assigned.

Other Specifications:

Requires a general knowledge of standard office functions. Requires good knowledge of procedures and practices. Requires strong interpersonal and customer service skills with the ability to interact professionally with prospective students, clinical partners, and internal university offices. Requires the ability to manage multiple concurrent deadlines, coordinate across departments and maintain confidentiality. Experience supporting clinical education or student services in health professions program preferred. Must be able to use standard office software. Must be able to apply policies and procedures and solve routine problems of a repetitive nature.
Occasional evening and weekend work and travel required for recruitment and clinical site visits.

Full Time Part Time:

Full Time

Quicklink:

https://shsu.peopleadmin.com/postings/48465

EEO Statement:

Sam Houston State University is an Equal Employment Opportunity Employer and Smoke/Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, creed, ancestry, marital status, citizenship, color, national origin, sex, religion, age, disability, or protected veteran status. The University takes seriously the initiative to ensure equal opportunity in the workforce and to comply with Title VII as interpreted by the U.S. Supreme Court. Sam Houston State University is an “at will” employer. Employees with a contract will have additional terms and conditions. Security-sensitive positions at SHSU require background checks in accordance with Education Code §51.215. Annual Security and Fire Safety Report