Support Specialist for Occupational Therapy

Utah Tech University; St. George (VT); On-site; USD 40,000 - 42,000; Full time

Job summary

Utah Tech University is seeking an organized Administrative Coordinator to support the Doctor of Occupational Therapy (OTD) program with accreditation documents, records, calendar management, and confidential information handling.

The role assists the Program Director, coordinates meetings and events, tracks budgets, and helps prepare internal and external reports and program assessments. Occasional weekend/evening hours may be required.

Qualifications

• Associate degree or equivalent; bachelor’s preferred.
• At least two years’ office experience; higher ed experience preferred.
• Strong interpersonal, organizational, and communications skills.
• Ability to handle confidential information and budgets.
• Proficiency in Microsoft Office and web-based research.

Responsibilities

• Serve as central liaison coordinating day-to-day OTD program matters.
• Oversee budget management, reimbursements, invoicing, and expense records.
• Support accreditation documents, reports, and program assessments.
• Assist with admissions tracking and communications with Graduate Studies Office.
• Maintain department files and confidential records.
• Market the OTD program online; update websites and social media.
• Prepare meeting agendas and minutes for program meetings.
• Coordinate onboarding of part-time staff and faculty recruitment.
• Flexibility for weekend and evening events.

Skills

Communication

Budget management

Office coordination

Customer service

Data handling

Microsoft Office

Website updates

LMS

Google apps

Education

Associate’s degree

Bachelor’s degree preferred

Tools

EXXAT

OTCAS

Zoom

Qualtrics

Job description

Position Announcement

Performs a variety of functions to support academic andadministrative operations within the Doctor of Occupational Therapy(OTD) program. This position will assist the Program Director inthe processes involved with preparation of accreditation documents,managing various records and confidential information for facultyand students, meeting and event planning, monitoring existingprogrammatic efforts, fiscal/budget tracking, and other relatedduties. Strong communication and interpersonal skills, paired witha proactive and detail-oriented approach to work, will best servethe position. Additional information about the University can befound online at https://utahtech.edu/.

Responsibilities

• Serve as a central point liaison with other departments andexternal constituencies in coordinating a variety of day-to-daymatters concerning the OTD program, including:
  • Assist and resolve problems and inquiries of visitors.
  • Review and control incoming and outgoing correspondence.
  • Follow-up on operational commitments.
  • Coordinate the scheduling of appointments and maintaincalendars to support program needs, including facilities usage,events, catering, and travel arrangements.
• Oversee department budget management coordination, includingsubmission of reimbursements, pay invoices, reconcile transactions,maintain expense records, and track department budgets.
• Provide resources to student queries (i.e. financial aid,counseling services)
• Assist in the preparation of internal and external reports andpresentations, including accreditation, annual reports, and OTDprogram assessment by researching information, compilingstatistics, and gathering various data.
• Track applicants for admission and selection into the OTDprogram, in close conjunction with the Graduate Studies Office, andcoordinate with the Program Director to send acceptance and denialletters.
• Verify admission and program requirements for students aremaintained throughout the program.
• Establish, update and maintain department files andconfidential records.
• Provide software portal management for didactic, clinical, andcapstone education, as well as curricular mapping, program learningoutcomes, and accreditation needs.
• Manage and develop software operations for maintainingcompliance with student requirements for program.
• In conjunction with UMAC and the Program Director, help tomarket the OTD Program. Assist in maintaining websites and socialmedia applications.
• Prepare meeting agendas, as well as attend and take minutes fora variety of OTD Program meetings (as needed).
• Under the guidance of the Program Director, coordinate theonboarding of part-time administrative and clerical staff within the program.
• Coordinate continued website development and updates for OTDprogram to maintain compliance with accreditation and universitystandards/requirements.
• Coordinate faculty interview, hiring, and onboarding processfor new full-time faculty.
• Perform other duties as assigned. Work may occasionally requireflexible hours, including some weekend and evening hours forrecruitment or related program events, etc.

Qualifications

• Associate’s degree, or equivalent level of college coursework,required. Bachelor’s degree preferred. A combination of collegecoursework and work experience equivalent to four years will also be considered.
• At least two years’ office experience required; experienceworking in higher education or specific administrative supportstaff experience preferred. The total qualifications required are based on a combination of education and work experience. Anyexperience used to meet the education requirement cannot also be used to meet the work experience requirement.
• Strong interpersonal skills with the ability to learn quickly,be creative, work independently, set priorities, and meetdeadlines.
• Must be well organized and able to function well in a changingenvironment and enjoy the administrative challenges of working withseveral initiatives, as well as being attentive to detail.
• Ability to interact with administrators, faculty, staff, andstudents at all levels while in a fast-paced, evolving environment, remaining proactive and efficient, with a high level ofprofessionalism.
• Ability to diplomatically handle complex situations involvingcompeting interests and priorities during periods of high volumeand frequent interruptions.
• Demonstrated ability to develop and maintain financial records,budgets, and various databases.
• Strong computer skills in the Microsoft Office Suite(specifically word processing, spreadsheets, and email), desktoppublishing, library and web-based research, and email. Experienceupdating and maintain websites and social media applications, aswell as Google application and experience in using a LearningManagement System preferred.
• Ability to quickly learn organization-specific and othercomputer application programs, such as EXXAT, OTCAS, Zoom, andQualtrics.
• Excellent written and oral communication skills; demonstratedability of English grammar, punctuation, and correspondenceforms.
• Skill in exercising discretion and managing confidentialrecords and information.
• Demonstrated ability to perform general office practices andprocedures, including office machines, inventory, ordering,etc.
• Excellent customer service and support-oriented skills ininteracting with administrators, faculty, staff, and students.
• Demonstrated commitment to diversity, equity, andinclusion.

POSITION DETAILS, COMPENSATION AND BENEFITS:

Full-timeovertime-exempt executive staff position. Annual salary of$40,000-$42,000 depending on qualifications and experience. Desiredstart date by January 2027. Excellent benefits package included that begins on start date; includes medical, dental, vision,disability, and life insurance, employee assistance and wellnessprograms, retirement plan contributions, and undergraduate tuitionwaivers for employees and eligible dependents, as well as paidholidays in addition to sick and vacation leave accruals. See https://humanresources.utahtech.edu/employee-benefits/under "Benefits Summary" for more details.

ABOUT THE UNIVERSITY

Utah Tech University is an open,comprehensive, polytechnic institution, committed to exceptionalstudent learning and success that has adopted an instructionalapproach of "active learning. active life." and a culture ofinnovation and entrepreneurship.

We seek faculty and staffcommitted to creating an active, applied and career-orientedlearning environment that is student-centered. Established in 1911as a community college and in 2013 as a state university, ourUniversity is located in picturesque southwestern Utah,approximately 120 miles northeast of Las Vegas. The area isrenowned for its red rocks, desert climate, over 300 days ofsunshine annually, and featuring easy access to world-class outdoorrecreational opportunities. Click here to learn more about the University .

Utah Tech University is a fast-growing Utah public institution ofhigher education, with more than 13,000 students. We offer over 250programs, including doctoral, masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. We seekfaculty and staff committed to creating an active, applied, andcareer-oriented learning environment that is student-centered, whobring new ideas, possess values and career aspirations aligned withthe University’s mission and vision, and are inspired to build apremier open, comprehensive, polytechnic university.

Utah Tech employs only U.S. citizens and lawfully authorizednon-U.S. citizens. All new employees must provide employmenteligibility verification as required by the U.S. Citizenship andImmigration Services.

Utah Tech is committed to providing access and reasonableaccommodations in its services, programs, activities, education,and employment for individuals with disabilities. To requestdisability accommodation in the application process, please contactHuman Resources at [e-mail] or 435-652-7500.

Utah Tech University does not discriminate on the basis of race,religion, color, national origin, citizenship, sex (including sexdiscrimination and sexual harassment), sexual orientation, genderidentity, age, ancestry, disability status, pregnancy,pregnancy-related conditions, genetic information, military status,veteran status, or other bases protected by applicable law inemployment, treatment, admission, access to educational programsand activities, or other University benefits or services. For moreinformation or contact information, please visit https://titleix.utahtech.edu/reporting-discrimination/.

For important information regarding academics, campus safety,student services, employment laws, and other regulatoryrequirements, visit Utah Tech University’s Right-to-Know https://utahtech.edu/right-to-know/and Clery Act https://police.utahtech.edu/clery-actwebsites.