Administrative Coordinator

Job Title: Administrative Coordinator

Employer: Southern California University of Health Sciences

Department: Doctor of Occupational Therapy (OTD) Program

Location: Hybrid; Local to
Phoenix Metro Area

Reports To: Kalyn Briggs, OTD Program Director

FLSA: Non-Exempt

Summary:

This position is primarily responsible for administrative, assessment, and supportive tasks for
the growing Doctor of Occupational Therapy (OTD) Program located in the Phoenix Metro Area. This hybrid role involves providing support to
the Program Director, Faculty, Students, and Alumni. The Administrative Coordinator serves as a trusted, visible, resourceful member of the
program team and is expected to demonstrate sound judgment, emotional intelligence, discretion, and an intuitive ability to anticipate
program and student needs while maintaining confidentiality and professionalism.

Administrative & Assessment
Responsibilities

• Provide assistance primarily to the Program Director with additional support to the program Faculty,
  Adjunct Faculty, Academic Fieldwork Coordinator, Capstone Coordinator as appropriate. Tasks include:
• Manage the calendar of the
  Program Director. o Coordinate meetings between the Program Director, faculty, students, University personnel, vendors, etc. o Complete
  official documentation including placing Program Director’s signature and forwarding appropriately.
• Assist the Program Director
  with preparation of program reports or documents such as course schedules, book lists, handbooks, etc.
• Orchestrate the weekly OTD
  team meetings This includes the following:

– Creation of Zoom links. * Creation of agenda. * Composition of meeting minutes. *
Provide assistance to Faculty for the following:

• Assists faculty with conference and travel arrangements.
• Assists with
  coordination of student application review, interview process, scoring, etc.

Assist the Program Director with accreditation
efforts. This may include organizing meetings, taking minutes, creating documents.

• Assist faculty with IT issues and coordinate
  resolution.
• Coordinate faculty renewals and reimbursement. This includes licensure, (e.g, CBOT, AOTA).
• Assist with Labs
  in an administrative capacity. This may include set-up, break down, coordinating the students, standardized patients, proctors, etc.
• Provide assistance to the University for the following:
• Collaborate with the President, Provost, Assistant Provosts, and other
  SCU programs.
• Organize meetings and webinars. This may include generating Zoom links, agendas, access, calendar invites, etc.
• Participate in the planning, coordination, and implementation of SCU events and related community events including graduation, pinning
  or white coat ceremony, and related Admissions events such as open houses, and campus tours.
• Manage programmatic documents,
  supplies, and databases.
• Maintain confidential records and files.

Assessment * Manage survey databases.
* Assist with the generation of surveys. * Deploy surveys per the data collection timeline. * Assist with the organization of data.

Records and manages meeting minutes for the weekly team meeting, Accreditation Steering Committee meetings, Advisory Board meetings,
and any additional programmatic level meetings.

• Orders all supplies for the Occupational Therapy Doctorate program.
• Tracks
  all orders.
• Organizes dissemination of items.
• Monitors for accuracy and updates portions of the academic catalog, website,
  faculty/staff email lists, and other publications.
• Manages, updates, and provides instruction with certain databases such as OTCAS,
  ACOTE, Canvas, J1, Teams, MySCU, ExamSoft, Electronic Student Academic Records and Coursedog.
• Participate in all
  accreditation-related functions such as site visits and interim reports. – Fiscal responsibilities
• Assist the Program Director in
  organizing the budget.
• Maintain records of invoices, receipts, and transactions. o Submit for appropriate reimbursement i.e.
  Concur, etc.
• Mange the SCU Credit card account including receipts and monthly submission to accounting.
• Prepares
  Purchasing orders, check requests, and correspondence for the Occupational Therapy Doctorate (OTD) Program.

Didactic and
Student Responsibilities * Participate in orientation and promoting the OTD program and the program’s admissions process. * Assists
the Admissions and Clinical Education teams that all incoming students have proper immunization records. * OT Education verification form
completion assistance to Program Director. * Processing of MOUs (e.g. guest lecturers) * OTD invoice requisitions sent to accounting. *
Proctoring o Assist proctoring when schedule permits and as appropriate. * Preparing and mailing any packages from campus. * Assist with
pinning and/or graduation ceremonies, help with email notification and distributing to the students. * Assist with review and revision of
any programmatic level handbooks. * Learning new software, Exxat, Teams, Canvas, J1, VALT, Coursedog, Simplicity. * Outlook – emails
monitored daily with updates, responses, following up and capturing documents. * Stipend inquiries – follow up with finance liaison. *
Preceptor Vendor ID sheet log for accounting. * Attend all OTD faculty meeting and take minutes with edits and follow-up. * Accreditation
support (i.e. on-site visits, interim reports, annual reports, reaccreditation). – Assist with purchasing requirements including obtaining
vendor price quotes, requisitions for purchase, initiates and communicates with the purchasing department. * Conducts monthly inventory of
supplies and determines needs of the program. * Keeps detailed records of all items received and supply expiration dates for lab supplies. –
Coordinates scheduling of the lab, supplies and standardized patients. * Maintains safety log for lab and all personnel and student
training, this includes maintenance and service logs for all trainers, manikins, and lab supplies. * Submits a monthly expenditure report to
the program director. * Maintains and oversees student records to ensure confidentiality and FERPA and accreditation compliance. *
Coordinates scheduling of board meetings and program events, including all correspondence, event planning, and budget approvals. * Develops
original drafts of emails, letters and promotional materials pertaining to programmatic events and announcements. * Maintains various forms
of data for the program and oversees data management of student progress and promotion, course and instructor evaluations, admissions
coordination, and clinical database maintenance. * Attends or visits various events or meetings that involve keeping abreast of current
issues and ongoing needs for programmatic support. * Coordinates ACLS, BCLS, HIPAA and OSHA training for faculty and staff. Coordinates all
course and event evaluations and compiles reports on all data collected for review by the Program Director and program evaluation and
accreditation committee. * Accurately records all meeting minutes including disseminating minutes to committee members for review and
maintain all minutes in program records. * All other duties as assigned to support the program and related SCU programs.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications: * General clerical experience required which must have been performed in a business type setting.
* Prior administrative experience in OT or similar education preferred. * Computer skills required: o MS Office 365, MS Teams and SIS
system.

Other skills required:

• Ability to write reports, business correspondence, and procedure
  manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customer, and the
  general public.
• Ability to prioritize work, perform well under pressure and maintain productivity despite consistent
  interruptions.

Preferred Skills:

Proficient with all Microsoft Office Suite applications to include:
Word, Excel, and Outlook. Experience dealing with/handling unplanned interruptions and projects. Skilled in being thorough and detailed.
Ability to communicate effectively with others to convey pertinent information in a timely manner. Excellent organizational skills due to
multiple assignments and fluctuating priorities.

Competencies: * Analytical – Synthesizes complex
or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures. *
Business Acumen – Understands business implications of decisions; Displays orientation to profitability; Demonstrates
knowledge of market and competition; Aligns work with strategic goals. * Change Management – Develops workable;
Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors
transition and evaluates results. * Design – Generates creative solutions; Translates concepts and information into images;
Uses feedback to modify designs; Demonstrates attention to detail. * Managing People – Improves processes. *
Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports
organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity. *
Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative
solutions; works well in group problem-solving situations. * Project Management – Develops project plans; Coordinates projects; Communicates
changes and progress; Completes projects on time and budget; Manages project team activities. * Safety and Security – Observes safety and
security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials
properly.

Interpersonal Qualities * Demonstrates trustworthiness and the ability to handle confidential, sensitive,
and student-related information with discretion and integrity. * Exhibits strong emotional intelligence, including the ability to recognize,
respond to, and appropriately support the needs of students, faculty, and staff. * Intuitive and proactive in anticipating programmatic
needs, identifying issues early, and offering solutions. * Supportive of students and committed to fostering a respectful, welcoming, and
student-centered learning environment. * Resourceful and adaptable, with the ability to problem-solve independently, navigate ambiguity, and
identify appropriate campus or external resources when challenges arise.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee. Reasonable accommodation may be
made to enable individuals with disabilities to perform the essential functions. * While performing the duties of this job, the employee is
regularly required to talk or hear. * The employee is frequently required to use hands to finger, handle, or feel and reach with hands and
arms. * The employee is occasionally required to stand, walk, sit, climb, balance, stoop, kneel, crouch, or crawl, and taste or smell. * The
employee must frequently lift and /or move more than 10 pounds, occasionally lift and/or move up to 100 pounds.

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