Administrative Assistant - Physical Therapy (Healthcare)
Responsibilities:
Assist PT Graduate Chair/Director with:
Course & final exam scheduling, textbook adoptions, department student/faculty meetings.
Faculty and Staff searches
Adjunct & faculty hiring process (posting, reviewing applications, requesting background checks, scheduling interviews) & onboarding
Draft adjunct & faculty overload contracts, maintain files
University Catalog/Curriculog
Department handbook
Create Links for Qualtrics Surveys, file surveys result on program drive
Faculty Retreats, Career Tree Event, White Coat Ceremony, Student Fundraising Events, Schedule external courses (Vestibular, Pelvic Health, WPTA)
Place catering orders (Chartwells)
Maintain PT distribution Groups, university portal, databases
Campus/Accepted Student Day faculty coverage & CGS Event
Accreditation Prep self-study materials, site visits, annual reports
FSBPT Cohort creation and validation
Score Builders Scheduling and Password/Username distribution
CAPTE Faculty and Adjunct credential forms submitted
Maintain & track Adjunct hours
New student orientation, organization, & onboarding forms
Additional Duties:
Post syllabi to external portal and program drive
Supervise, schedule, approve timesheets for department faculty/research assistants
Create Work orders CGS, WI Ave, Sentry Drive Buildings
Communicate semester due dates
Merit review notifications
Credential forms
Proctor Exams in PT department & College of Health Sciences as needed
Scanning
Schedule in EMS student accommodations
Oversee Program iPads & laptops
Distribute Codes for Polo Apparel Order
Cover other staff departments when on leave or position is vacant
Assist in the training of new staff to the College
Perform other duties as assigned
Qualifications:
Education and/or Experience
High School Diploma/GED required
Bachelor's degree desirable
Prior experience in an academic setting preferred
Technology Skills
Competent in computer skills including Microsoft Office Suite
Ability to quickly develop competency with new software technology
Behavioral Competencies
Excellent verbal and written communication skills
Excellent organizational skills
Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.
Ability to maintain confidentiality.
Ability to adjust to changing work environment and to respond to changing institutional needs
Ability to build appropriate work relationships throughout the university
Ability to develop and use detailed procedures
Ability to exercise sound judgment and make decisions within prescribed guidelines
Ability to follow-up and communicate with Faculty and across the university
Ability to effectively handle a broad range of interpersonal contacts with professionalism and confidentiality
Ability to complete work with accuracy while meeting project timelines
Ability to contribute to a positive work environment, encourage respect and knowledge within and outside of the campus community
Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at the Department of Public Safety, at 208 Wright St., Waukesha, WI 53186.
