Administrative Coordinator II - Occupational Therapy

Washington University in St. Louis; Watervliet Township (MI); On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Up to 22 vacation days

Sick time and holidays

Tuition benefits

Metro transit U-Pass

Job summary

Washington University in St. Louis is seeking an Administrative Assistant to support the Program in Occupational Therapy, focusing on the PP-OTD and RAPS PhD programs. Responsibilities include records management, scheduling, communications, and event coordination.

The role requires strong organizational skills and the ability to handle confidential information in a university setting. Responsibilities extend to admissions logistics, online learning support via Canvas and Zoom, and liaison with

Qualifications

• Education: High school diploma or equivalent.
• Work Experience: Relevant experience (3 years).
• No specific certification or professional license required.
• Driver’s license not required.

Responsibilities

• Provide admin support for PP-OTD and RAPS programs, including records, FERPA compliance, and tuition/course grades.
• Schedule appointments, meetings, travel, manage files, and prepare reports and correspondence.
• Coordinate staff services and administrative needs for RAPs, PP-OTD, and related programs.
• Enter/update student registrations and prepare course listings and advising reports.
• Coordinate communications for school/department/center and manage event logistics and budgets.

Skills

Word

Outlook

Excel

PowerPoint

Access

Interpersonal communication

Organizational skills

Multitasking

Discretion

Independent work

Education

High school diploma or equivalent

Tools

Canvas by Instructure

Workday Software

Payroll Systems

Microsoft Excel

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Office Equipment

Job description

Location

ST. LOUIS, MO 63108

Scheduled Hours

40

Position Summary

This position provides administrative support to the Program in Occupational Therapy with primary emphasis on the Post-Professional OTD Program and the Rehabilitation and Participation Science (RAPS) PhD Program.

Job Description

Primary Duties & Responsibilities:

• For the Post-Professional OTD (PP-OTD) andRAPS PhD Programs, establish policies and procedures to maintain student records, registration, tuition assessment and course grades in accordance with FERPA regulations and University policies.

• Provide general administrative support including scheduling appointments, meetings, and travel arrangements. Maintain files, perform mailings, photocopying, faxing; monitor office and program supplies and procures supplies. Administer/prepare reports, minutes, correspondence, lectures, and administrative materials required for the direction of the department.

• Coordinate staff services, interoffice activities, schedules, programs/projects and related administrative needs related to RAPs, PP-OTD, etc.

• Answer general program-related questions from students, faculty, and others; enter/update student registration and information into appropriate application or data systems. Assist with new course listings, provide special formatting for course offerings, plan and administer student advising reporting process.

• Coordinate, manage and update communications for school/department/center, including verbal, written and electronic communications and websites which may include initiating/reviewing drafts of various communications.

• Plan logistics and provide administrative support for the application, admissions, and onboarding processes.

• Plan logistics and provide administrative support for program courses, meetings, conferences, and events including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event. Manage event budget.

• Maintain established departmental policies, procedures and objectives, including regulatory records for license, reports and notifications as necessary.

• Assist with visitors and customers questions and needs.

• Serve as administrative liaison between the program and university entities (e.g., for the RAPS Program, the School of Medicine Graduate Program Council).

• Support faculty and administration in delivery of online learning through the creation, review, and maintenance of course materials in an online learning management system (Canvas) and other platforms as needed (i.e. Zoom).

• Provide administrative support for management of personnel, including management of contracts, payment schedules, performance reviews, and other related details.

• Perform other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications** /Professional Licenses **:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver’s License:

A driver’s license is not required for this position.

More About This Job

Preferred Qualifications

• Intermediate computer skills including knowledge of computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.

• Good organizational and interpersonal communication skills to deal effectively with a broad and diverse range of people.

• Ability to follow-up.

• Ability to manage multiple tasks simultaneously.

• Ability to establish and streamline daily workflows and independently resolve operational inefficiencies as related to assigned tasks.

• Ability to use discretion, effective people skills and social skills to ensure appropriate interactions with University administrators and visitors.

• Ability to proactively seek answers from within and outside University resources.

• Ability to handle sensitive, confidential information.

• Ability to work independently without close supervision.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications** /Professional Licenses **:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Canvas by Instructure, Computer Literacy, Detail-Oriented, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Payroll Systems, Supervision, Workday Software

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.