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Administrative Coordinator- IL- Physical Therapy

Company: Midwestern University
Location: Downers Grove
Posted on: June 15, 2022

Job Description:

DescriptionSummaryThe purpose of the Administrative Coordinator is to provide professional, efficient and high quality administrative and office support to the Physical Therapy (PT) Program Director, PT faculty, adjunct instructors and students.Essential Duties and Responsibilities:

  • Provide day-to-day support for the PT Program Director that includes scheduling meetings, answering phone calls, developing contracts and filing. Liaison to Deans office, CAPTE (accreditation body) and support services departments to provide overall effectiveness of the PT Department.
  • Provide day-to-day support for all PT faculty by handling classroom reservations, IT and facilities requests, coordinate conference registrations, travel and expense report reimbursements, and copy job requests.
  • Provide day-to-day support for PT students, by acting as Program liaison through answering inquiries and directing to the appropriate faculty, communication regarding class absences, reserving meeting space and assisting in the communication of student-run activities.
  • Continuous quarterly responsibilities which include updating block schedules, creating weekly calendar for use by all PT faculty, staff and students and submitting reservations for class space, simulated center, Testing Center exams and meetings. Assist as needed with electronic course exams including those requiring Scantron tests and reports.
  • Ongoing coordination of the adjunct instructors that assist quarterly in the Physical Therapy Program. Responsibilities include maintaining a database with current contact information and credentials, communicating with course coordinators to construct and administer quarterly contract agreements, and distribute authorized contract agreements to Human Resources, Payroll and the Business Office for reimbursement.
  • Assist PT Program Director with budgetary needs including payment of annual dues, tracking management of invoices in support of PT Program involving educational contracts and licensing requirements. Responsible for submitting invoices, check requests and purchase orders and communicating with business office to confirm distribution of payment.
  • Assist with management of annual and ongoing accreditation reports through annual compilation of documentation needed for accreditation through CAPTE (accreditation body).
  • Uploading information into CAPTE Portal and editing as needed.
  • Coordinate with all support departments to maintain daily efficiencies of the Program.
  • Coordinate the Programs participation in University events including Orientation, White Coat Ceremony for first-year students, Completion Week activities for graduating students, and special events (PT Month, continuing education classes, etc.).
  • Coordinate PT Program events for faculty, staff and students by organizing breakfast meetings, luncheons and faculty retreats.
  • Assist new hire administrative assistants and adjunct faculty to become oriented with the University policies and procedures.
  • Create, update and maintain file system as needed to support the needs of the PT program. This includes confidential documentation related to students, courses, faculty, expenses and accreditation.
  • Assist in ordering and maintaining office supplies, lab equipment and other necessities to support the needs of the PT Program.
  • Provide administrative support as needed for updates related to website and annual catalog revisions.
  • Coordinate with other PT Program administrative assistants to provide needed coverage for vacations and events both on campus and at the Physical Therapy Institute.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. This individual 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 Experience:High School diploma is required, Associates degree (A.A.) or equivalent from administrative assistant technical school is preferred. Must have 5-7 years of previous administrative experience required. Must be well organized and detail oriented with strong written and verbal communication skills. Must have strong customer service skills with the ability to support multiple individuals. Computer Skills:Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook), Publisher preferred. Must be able to create spreadsheets, tables and input data into software programs accurately. Will be working with University-developed software for managing the catalog and website functions.Language Skills:Intermediate Skills: Ability to read and comprehend instructions, correspondence and memorandums. Ability to write correspondence effectively. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.Reasoning Ability:Intermediate Skills: Ability to apply common sense and understanding and to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.Mathematical Ability:Intermediate Skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to interpret financial changes of variability.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 regularly required to stand, walk (ability to walk across campus in variable weather conditions), sit for long periods of time, use hands to manipulate, handle, or feel, talk and hear. The employee is occasionally required to reach with hands and arms and/or move up to 25 pounds. Specific vision abilities required by this job include 20/20 in at least one eye and normal visual fields.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 with frequent interruptions. Ability to change responsibilities and reprioritize quickly due to program director, faculty, staff and students needs is necessary.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, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). 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#CB #MidwesternUniversityJobs QualificationsEducationRequired
    • High School or betterExperienceRequired
      • Must have 5-7 years of previous administrative experience required.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Midwestern University, Downers Grove , Administrative Coordinator- IL- Physical Therapy, Administration, Clerical , Downers Grove, Illinois

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