The Administrative Assistant provides full-time clerical, operational, and documentation support to the entry-level Occupational Therapy Doctorate (OTD) Program, including its programmatic, fieldwork, doctoral capstone, and distance education components. The Administrative Assistant supports the Program Director/Chair, Academic Fieldwork Coordinator (AFWC), Doctoral Capstone Coordinator (DCC), faculty, staff, students, and external partners to facilitate efficient program operations and effective communication across the OTD program. The Administrative Assistant works closely with and reports to the OTD Program Director.

This position supports daily clerical and office functions, program records, scheduling, purchasing, filing, accreditation documentation, fieldwork, and capstone workflows, distance education operations, on-campus immersive laboratory sessions, and program events.

The Administrative Assistant contributes to the effective operation of the OTD Program in accordance with University policies, College of Health Professions practices, and accreditation expectations.

Key Responsibilities

• Provide clerical, operational, and documentation support to the OTD Program Director/Chair, faculty, staff, and students as assigned.
• Manage routine program communication, scheduling, calendars, meeting coordination, event management, correspondence, and program announcements.
• Prepare agendas, take meeting minutes, maintain records, and organize documentation for program meetings, committees, accreditation activities, internal reviews, and continuous improvement, under the direction of the Program Director.
• Maintain accurate electronic and physical program files in accordance with University policies, record-retention expectations, FERPA, and applicable privacy requirements.
• Support purchasing, supply ordering, inventory tracking, invoice routing, travel documentation, reimbursement processes, and related daily workflows.
• Assist with preparation, formatting, editing, and distribution of program documents, forms, handbooks, schedules, reports, correspondence, and other program materials.
• Provide clerical and documentation support for fieldwork and doctoral capstone operations, including site communication, documentation tracking, file maintenance, onboarding records, and affiliation agreement workflows in collaboration with and under the direction of the AFWC, DCC, and appropriate University offices.
• Assist with student onboarding, orientation, registration-related communication, program announcements, and access to program forms, calendars, policies, and required documentation.
• Support faculty with course-related office needs, including room scheduling, document preparation, event coordination, communication, and distribution of course or program materials.
• Provide clerical and scheduling support for faculty searches and onboarding, including candidate scheduling and related documentation as assigned.

• Coordinate virtual meetings, online program events, faculty/student meetings, distance education communication, and clerical operations that support the delivery of the distance learning component of the OTD Program.
• Coordinate room reservations, attendance records, laboratory schedules, parking, and visitor needs, and supply preparation for program events and on-campus immersive laboratory sessions.
• Route technology-related questions to the appropriate University support offices.
• Maintain files related to faculty qualifications, meeting minutes, curriculum documents, fieldwork, doctoral capstone, program evaluation, student records, and accreditation evidence.
• Provide clerical support in preparation, formatting, organization, and maintenance of reports, evidence files, and documentation for accreditation submissions, ACOTE site visits, annual reports, internal reviews, and program evaluation activities.
• Maintain confidentiality and accuracy of student, faculty, program, and institutional records in compliance with university policies and applicable federal and state regulations, including FERPA.

Required Qualifications

• Associate degree required; bachelor's degree preferred.
• Minimum two years of clerical, office management, academic program support, or related experience.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities, deadlines, calendars, and records.
• Proficiency with Microsoft Office Suite, email, shared drives, online meeting platforms, and database or records management systems.
• Ability to learn and use University systems, learning management systems, and student information systems.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Professional demeanor and ability to work effectively with faculty, students, staff, administrators, community partners, and external stakeholders.

Preferred qualifications:

• Experience in higher education, health professions education, clinical education, academic office support, or academic program operations is preferred.
• Familiarity with learning management systems, virtual meeting platforms, and hybrid or distance education operations is preferred.
• Experience in event coordination and management is preferred.
• Ability to perform standard office duties, including computer use, document preparation, filing, communication, and meeting coordination.
• Ability to work in an academic office environment with frequent interaction with students, faculty, staff, and external partners.
• Occasional evening or weekend support may be required for program events, interviews, orientations, immersive laboratory sessions, or accreditation activities.