Summary

The Senior Administrative Assistant provides advanced administrative support for the Occupational Therapy (OT) Program within the College of Health Sciences. This position serves as the point of contact for program operations and supports the Program Director and Assistant Program Director. The Senior Administrative Assistant is responsible for organizing program logistics, managing communication, coordinating schedules and events, and ensuring the efficient functioning of daily program activities. The position reports directly to the Program Director, Occupational Therapy Program.

Essential Duties and Responsibilities

Program Operations

• Maintain the scheduling for the Simulation Center, exams, and classroom reservations.
• Coordinate quarterly academic schedules in collaboration with faculty and finalize room assignments.
• Submit and track work orders, access requests, and other campus service requests.
• Support coordination of the OT Catalog with the Program Director.
• Prepare, upload, and maintain official meeting notes (e.g., Faculty Meetings, Academic Review Committee).
• Maintain shared files and program calendars for faculty and students.
• Assist with onboarding processes related to fieldwork, including organizing documentation, tracking student compliance with onboarding requirements, coordinating communication between students and the fieldwork office, and supporting administrative tasks associated with site readiness.

Access and Academic Support

• Process access and permissions requests for systems and facilities as needed.
• Monitor quarterly textbook lists, textbook adoption forms, and course section information.
• Track and document course-related administrative submissions, including syllabi coordination with the library.

Financial and Purchasing Support

• Process expense reports and reimbursements for faculty and guest speakers.
• Prepare and route Letters of Agreement (LOAs) for adjuncts and guest speakers in accordance with university procedures.
• Coordinate purchasing requests through approved vendors (e.g., GOS, Amazon, specialized equipment orders).
• Process honoraria payments and ensure timely submission of all related documentation.

Admissions and Recruitment

• Schedule and coordinate admissions interviews and related applicant communications.
• Organize faculty participation in recruiting and admissions events.
• Support online recruitment sessions and maintain communication with prospective students.

Student Communication and Engagement

• Serve as the first point of contact for student inquiries.
• Communicate program announcements and updates to OT I and OT II cohorts.
• Direct student concerns or requests to the Program Director or appropriate faculty member.
• Support faculty in managing work-study students and communicate with social media or marketing work-study assistants regarding program needs.
• Supporting student communication on various technology and media platforms.

Events and Program Activities

• Coordinate logistics for OT Program events, including room setup, catering, materials, and communication.
• Collaborate on grant-funded or university-hosted events as needed (not the responsible party for full planning/execution).

Work-Study Student Support

• Assist faculty with onboarding and oversight of work-study students.
• Provide guidance on timesheet submission and general work-study processes.

Program Director Support

• Provide administrative support directly to the Program Director for scheduling, communication, and special projects.
• Assist with report preparation, data collection, and documentation required for program accreditation or university reporting.
• Maintain confidentiality and professionalism in handling sensitive program and student information.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED required; Bachelor’s degree preferred. Minimum 3–5 years of administrative support experience, preferably in an academic or healthcare education environment.

Must have strong interpersonal and communication skills with a customer service–oriented approach. Demonstrated ability to coordinate multiple priorities, meet deadlines, and work independently.

Computer Skills

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Experience with database management and learning management systems (e.g., Blackboard) preferred. Ability to learn and utilize internal university systems (Concur, CARS, etc.).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk and hear.  The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.