OT Doctoral Program Administrative Coordinator

Jobtailor; Portland (OR); On-site; USD 48,000 - 62,000; Full time

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

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.