Administrative Assistant

Overview

The Administrative Assistant assists the Chair and Director in the smooth functioning, administrative organization, and continual improvement of the Physical Therapy program. The Administrative Assistant will play a crucial part in the day-to-day operations of the program supporting faculty and students. This position also includes work on occasional Sundays approximately six times per year.

Responsibilities

I. Administrative duties: Send emails on behalf of the Chair or Director, make appointments, take phone messages, maintain all program files including full time faculty files, adjunct faculty files, lab TA and guest lecture files and student files

II. Department-related:

a. Coordinate with HR to onboard new faculty.

b. Coordinate with Purchasing to add new vendors as needed.

c. Submit all paperwork each semester to pay adjuncts, labs TAs, guest lecturers, and independent contractors (EPAF's, FLAC, etc.)

d. Process reimbursements for faculty expenses or approved student expenses.

e. Maintain all program data on BOX (cloud storage)

f. Complete purchasing requisitions, check requests, and other forms

g. Manage computer files

h. Maintain a current schedule of room assignments and send room requests as appropriate to reserve rooms for meetings and events

i. Input all courses into " Coursedog" software and inform registrar of each semester's active courses.

j. Keep the DPT hub course updated within Canvas with the latest schedules and booklists

k. Photocopy and proctor exams for faculty as requested

l. Set up and breakdown of department functions like lunch for an all day faculty meeting or for students at research day etc.

m. Assist with Clinical Education as indicated by Program Director/Chair.

n. Coordinate the continuing education program. Includes room assignment, ordering of food, being present on site to coordinate logistics

III. Student-related:

a. Update and distribute booklists

b. Assist with creation of semester schedules and distribute to faculty and students

c. Organize and compile orientation packets and accepted student day packets

d. Distribute and collect Exit survey

e. Ensure timely Recording of grades by faculty (F/T and adjuncts)

f. Distribute and collect student course assessments not done automatically such as for lab TAs and guest lecturers and peer evaluations

g. Communicate with registrar regarding student registration, graduation, leave of absence etc.

h. Handle miscellaneous correspondence (ex: verification of full-time status, jury duty letters, etc.)

Qualifications

Education/ Experience

• Three years of experience as an Administrative Assistant or related field preferred.

• College degree preferred

Knowledge/ Skills/ Abilities

• General administrative duties required

• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, & Outlook required

• Accuracy and productivity in completing tasks required

• Demonstrated ability to develop positive and cooperative relationships with students, faculty, and colleagues required

• Demonstrated proficiency in communication (written and verbal) required

• Strong interpersonal skills, both written and oral.

• Ability to manage multiple and varied tasks.

• Must have the ability to take initiative in tasks that occur regularly at certain times of the year (ex: in preparation for an upcoming semester or for graduation etc.).

• Must be able to work collaboratively and effectively with colleagues in a team environment .

• Must be technologically savvy in order to master many of the software systems for purchasing, generating personnel forms, etc.

Travel

• Work takes place in one site.

• Travel is be required once a year for graduation ceremonies usually held on Long Island. Once per year there may be travel between campuses (Manhattan to Central islip) as directed by Chair/Director.

• Position is for our beautiful Times Square Campus.

Physical Demands

• Extensive time sitting and working at a computer.

• Occasional lifting (up to 15 lbs) for some packages or equipment.

Maximum Salary

USD $51,987.00/Yr.

Minimum Salary

USD $41,588.00/Yr.