Program Assistant, Occupational Therapy

University of South Alabama; Mobile (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

The University of South Alabama's Department of Occupational Therapy is seeking a Program Assistant to support the department's administrative operations on the Main Campus.

This role handles secretarial tasks, data coordination, admissions documents, and regular communications with faculty, staff, and students, while maintaining electronic and hard-copy files and preparing materials for accreditation.

Qualifications

• Requires high school diploma or equivalent plus four years of secretarial/clerical experience.
• Equivalent education/experience may be considered.
• Familiar with Excel, databasing, and document preparation.

Responsibilities

• Performs secretarial and administrative duties for the Occupational Therapy department, working closely with the Chair, AFWC, DCC and other department personnel.
• Creates Excel documents with admissions information as required.
• Coordinates the applicant interview day and processes related data.
• Maintains electronic and paper files for fieldwork and student completion.
• Uses OTCAS and EXXAT/Prism systems to support program operations.

Skills

Secretarial support

Microsoft Excel

Communication

Data entry

Office coordination

Education

High school diploma or equivalent

Tools

OTCAS

EXXAT/Prism

Job description

Program Assistant, Occupational Therapy - 007710

Position Title Program Assistant, Occupational Therapy - 007710

Division

Division Academic Affairs

Department

Department 410500 - Occupational Therapy

Minimum Qualifications

High school diploma or equivalent and four years of secretarial and/or clerical experience.
An equivalent combination of education and experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s department of Occupational Therapy is seeking to hire a Program Assistant, Occupational Therapy.

Essential Functions These are the job duties required of the position. Essential Functions

• Performs secretarial and administrative duties for Occupational Therapy department, working closely with the Chair, Academic Clinical Fieldwork Coordinator ( AFWC ), Doctoral Capstone Coordinator ( DCC ) and other department personnel.
• Creates excel documents with admissions information as required.
• Coordinates the applicant interview day and processes related data.
• Communicates professionally and pleasantly with potential applicants, faculty, staff and students.
• Answers inquiries regarding student admission and application requirements.
• Prepares electronic files for student admission to graduate school.
• Creates databases, Excel, Word, PDF and other forms as needed for clinical fieldwork requirements and completion and tracking of student requirements and scores for review.
• Maintains appropriate paper and electronic files for fieldwork and student completion.
• Works with AFWC to provide required documents to all fieldwork sites in a processional and timely manner.
• Provides and prepares documents for accreditation purposes.
• Assists with preparation of documents and maintains databases of required documents.
• Utilizes department programs such as Occupational Therapist Centralized Application Service ( OTCAS ) and EXXAT /Prism.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

Posting Information

Number of Vacancies

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date

Job Open Date 09/16/2026

Job Close Date

Open Until Filled Yes

Special Instructions to Applicants

Working Days

Working Days Monday - Friday

Working Hours

Working Hours 8:00 a.m. - 5:00 p.m.

Job Location

Job Location Main Campus

Full-time or Part-Time

Full-time or Part-Time Full Time

Regular or Temporary

Regular or Temporary Regular

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you at least 18 years of age?
  • Yes
  • No
• * Do you have a legal right to work in the United States?
  • Yes
  • No
• * The University of South Alabama typically does not sponsor individualsfor staff positions. Will you now or in the future require sponsorship for employment visa status?
  • Yes
  • No
• * What is the highest level of education you have completed?
  • Less than High School
  • High School Diploma or equivalent
  • Associates Degree
  • Bachelors Degree (or will obtain within 6 months)
  • Masters Degree (or will obtain within 6 months)
  • Terminal Degree (or will obtain within 6 months)
• * How many years of related experience do you have?
  • Less than 1 year
  • Between 1 - 3 years
  • Between 3 - 5 years
  • Between 5 - 7 years
  • More than 7 years
• * How did you hear about this position?
  • USA website
  • LinkedIn
  • Zip Recruiter
  • Indeed
  • HigherEd Jobs
  • Alabama Career Center / Alabama Works
  • Facebook
  • Word of mouth
  • Other

Required Documents Optional Documents

• Resume
• Cover Letter

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.

EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.

Annual Security and Fire Safety Report
The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf . You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.