Administrative Coordinator I, Occupational Therapy Program

Jobtailor

Portland (OR)

On-site

USD 48,000 - 62,000

Full time

14 days+

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Job summary

Jobtailor seeks an Administrative Coordinator I to provide administrative support for the Occupational Therapy Doctoral Program, including financial processes, ordering and receiving equipment and supplies, and liaising with fieldwork and capstone sites for contract management.

You will manage electronic records, assist with student placement documentation, verify licensure for FWEs, and support capstone activities with tracking and forms, while maintaining confidentiality and deadlines.

Qualifications

Associate level or equivalent experience.
Experience with administrative tasks
Excellent computer skills and proficiency with office productivity software, to include advanced skills in MS Excel, Word, and PowerPoint
Ability to input, organize and evaluate basic and complex data and information in electronic format
Skilled in providing excellent customer service, including highly effective written and verbal communication skills
Demonstrated ability to utilize discretion and confidentiality with all work and work products.
Familiar with FERPA and HIPAA guidelines
Ability to establish and maintain effective working relationships with individuals and groups and to collaborate and work effectively as a team member
Attention to detail and ability to organize, prioritize work and meet deadlines
Ability to work effectively in a rapidly changing, fast-paced professional environment with regular interruptions
Demonstrated ability to think quickly and act appropriately in emergency situations
Willingness to occasionally work evening and weekend hours as requested
Willingness to learn and take on tasks of increasing responsibility
Ability to manipulate data electronically and provide technical assistance to others, communicate technical/complex information both verbally and in writing; establish and maintain cooperation, understanding, trust and credibility; perform multiple tasks concurrently and respond to class scheduling effectively.

Responsibilities

Administrative support for the occupational therapy program for financial processes, ordering/receiving equipment and supplies, preparing program communications, liaising with fieldwork and capstone sites for contract management, onsite lab/fieldwork support, and event organization assistance.
Support the overall administrative functions of the Occupational Therapy Doctoral Program
Assist with ordering supplies
Provide students with guidance on administrative processes related to their fieldwork and capstone placements, as well as general program inquiries.
Utilize electronic record systems (e.g., academic databases, placement software) to manage and track student documentation, ensuring data integrity and confidentiality.
Assist the AFWC in managing and organizing student placement requirements: Verify licensure for FWEs
Distribute and track completion of required ACOTE forms by FWEs
Support the DCC with tasks related to student capstone project placements: Tracking of required documentation, maintaining up-to-date records of student progress, distributing and tracking student required forms

Skills

Administrative tasks

MS Excel

MS Word

PowerPoint

Data input

FERPA/HIPAA familiarity

Customer service

Discretion confidentiality

Team collaboration

Effective communication

Education

Bachelor’s degree (preferred)

Associate level or equivalent experience

Relational database experience (preferred)

Tools

Office 365

Sharepoint

Microsoft Teams

Placement Software

Academic Databases

Job description

Administrative Coordinator I provides administrative support for the occupational therapy program for financial processes, ordering/receiving equipment and supplies, preparing program-related communication, liaising with fieldwork and capstone clinical sites for contract management, onsite lab/fieldwork support, and event organization assistance.
Support the overall administrative functions of the Occupational Therapy Doctoral Program
Assist with ordering supplies
Provide students with guidance on administrative processes related to their fieldwork and capstone placements, as well as general program inquiries.
Utilize electronic record systems (e.g., academic databases, placement software) to manage and track student documentation, ensuring data integrity and confidentiality.
Assist the Academic Fieldwork Coordinator (AFWC) in managing and organizing student placement requirements: Verify licensure for fieldwork educators (FWEs)
Distribute and track completion of required ACOTE forms by FWEs- agreement of site objectives, credential updates, midterm and final student evaluations
Support the Doctoral Capstone Coordinator (DCC) with tasks related to student capstone project placements: Tracking of required documentation, maintaining up-to-date records of student progress, distributing and tracking student required forms

Requirements

Associate level or equivalent experience
Experience with administrative tasks
Excellent computer skills and proficiency with office productivity software, to include advanced skills in MS Excel, Word, and PowerPoint
Ability to input, organize and evaluate basic and complex data and information in electronic format
Skilled in providing excellent customer service, including highly effective written and verbal communication skills
Demonstrated ability to utilize discretion and confidentiality with all work and work products.
Familiar with FERPA and HIPAA guidelines
Ability to establish and maintain effective working relationships with individuals and groups and to collaborate and work effectively as a team member
Attention to detail and ability to organize, prioritize work and meet deadlines
Ability to work effectively in a rapidly changing, fast-paced professional environment with regular interruptions
Demonstrated ability to think quickly and act appropriately in emergency situations
Willingness to occasionally work evening and weekend hours as requested
Willingness to learn and take on tasks of increasing responsibility
Ability to manipulate data electronically and provide technical assistance to others, communicate technical/complex information both verbally and in writing; establish and maintain cooperation, understanding, trust and credibility; perform multiple tasks concurrently and respond to class scheduling effectively.
Bachelor’s degree (preferred)
Experience working with a relational database (preferred)
Familiar with occupational therapy education processes (preferred)
Familiar with processes for clinical placement of students (preferred)
Excellent skills with database management, use of Office 365 products, Sharepoint, and Teams (preferred)

Core Competencies

Demonstrates strong administrative support capabilities for occupational therapy programs, including data management, communication, and collaboration with clinical sites. Proficient in utilizing electronic record systems and office productivity tools to ensure efficient operations and maintain confidentiality.

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