Administrative Assistant – Physical Therapy
Salary: Commensurate
with experience
Benefits: Generous benefits include paid time off including holidays and
vacation, retirement match, and tuition remission for employee and
dependents. Details at www.duq.edu/benefits
Location: Physical Therapy, Rangos School of Health Services
Position Status: Full-time (35 hours per
week)
Hours: Monday through Friday 8:30 a.m. to 4:30 p.m.
Position Number: 000535/30-459
FLSA Status: Non-exempt
POSITION SUMMARY:
The
Administrative Assistant plays a crucial role in supporting the Director of
Clinical Education (DCE) and Assistant Director of Clinical Education (ADCE) in
managing clinical education. This position demands meticulous attention to
detail and involves performing complex and high-level secretarial tasks. The
role requires extensive interaction with staff, faculty, and students. Standard
work hours are from 7:30 am to 3:30 pm, Monday through Friday, with flexibility
to accommodate departmental needs, such as early morning exams, weekend events,
evening seminars, conferences, receptions, school graduations, and continuing
education programs.
DUTIES AND RESPONSIBILITIES:
Clinical Education Administration
Maintains EXXAT (PRISM & APPROVE) software, which stores information on clinical sites and
student placements.
Updates databases with details regarding individual site requirements and personnel
changes.
Generates reports related to clinical education for the DCE/ADCE as requested.
Handles all correspondence between the DCE/ADCE, students, and clinical
sites, including placement letters, site requirements, and general inquiries
about rotations.
Schedules pre and post clinical education meetings for all clinical rotations for each class,
coordinating student schedules, DCE/ADCE schedules, and room availability. Also
provides necessary paperwork to students for completion.
Creates Excel tables for clinical education reports, including CCCE contact
information, clinical instructor statistics, and site contact information.
Maintains the CastleBranch program, which involves communicating with account managers,
responding to student inquiries about clearances, and updating the website.
Compiles a yearly spreadsheet of adjunct faculty, including clinicians who
have worked with students during their clinical rotations.
Manages the Clinical Performance Instrument (CPI)
interface, enrolling new students and
clinical users, corresponding with clinicians and CPI Web support, and setting
up evaluations for each student for each clinical rotation.
Processes all clinical education paperwork received after each clinical rotation, including
calculating and entering clinical scores into a spreadsheet, summarizing
strengths and weaknesses into a word document, and recording Clinical
Instructor statistics in an Excel worksheet.
Updates and emails the clinical education manual to students and their upcoming clinical sites.
Coordinates the OSHA & Bloodborne Pathogen
(BBP) training for students.
Prospective Students/Recruitment
Serves as a member of the department’s Student
Engagement Committee and assists
with all administrative tasks related to this committee.
Serves as a liaison, communicating with prospective students and their families,
scheduling campus visits (including meetings with faculty, current PT students,
and class observations), and advising on admission requirements, curriculum,
faculty, lab facilities, clinical affiliations, and other relevant program
information. This role involves significant interaction with both prospective
and current students.
Open Houses and Admitted Student Days: Organizes
& sets up Physical Therapy marketing table(s) and materials.
Oversees the PT Student Ambassador Program, scheduling students for appropriate events and
meetings with prospective students.
General Administrative Support
Provides
assistance to Administrative Staff and Faculty by screening calls, greeting
visitors, managing incoming and outgoing mail, copy requests, and interprets
policies, rules and regulations in response to general inquiries.
Work directly with department faculty and
staff to ensure that they have the tools and items needed to teach and test.
Follows purchasing procedures for office,
classroom or lab needs which includes obtaining quotes, preparing purchase
requisitions and handling shipping needs. Manages personal department
procurement card.
Assists all PT faculty members with the
following (correspondence, proofreading, copying, reserving rooms, equipment
needs, etc.)
Manages student workers and graduate
assistants, which includes but is not limited to coordinating the weekly
laundry schedule and providing ongoing feedback and direction to ensure
effective and efficient student employment utilization.
Maintains organization of physical therapy
labs (141 Rangos & 435 Fisher) and coordinates equipment transfers between
the two physical therapy labs for classes and matriculations.
Schedules student evaluation surveys for
adjunct faculty every semester.
Submits service and departmental work
orders as the need should arise.
Plan and prepare departmental events
including but not limited to:
●Orientation and Continuing Education events
●White Coat Ceremony: Coordination of room, Priest, equipment, videographer, food,program printing, RSVP, catering.
●Yearly equipment Inspections including coordinating equipment repair appointments.
Document and take minutes during
departmental faculty meetings.
Matriculation Exam Admin Support
Serves as the general point person for all
parties involved with the Matriculation exam (faculty, visiting PT’s &
students)
Completes all administrative tasks related
to the Spring PT Matriculation Exam included but not limited to: contacting/corresponding with outside PT’s to
assist with exam, arrange review sessions for students (reserve rooms for
reviews), coordinate meeting times, arrange for food (breakfast & lunch)
for faculty & PT’s attending exam, arrange parking for visiting PT’s,
prepare testing folders/information for each faculty/PT pairing, keep all
information regarding the exam confidential, work with faculty to set up
remediation exams (reserve rooms, supply new exam problem(s).
Oversee Undergraduate Requirements
Tracks
requirements for Undergraduate (UG) PT students who are matriculating into the
Professional Phase of the PT Program including: appropriate number of shadowing hours, CPR certification & all
health requirements.
Works with DU Student Health Services in
requesting any health requirements the student is missing.
Answers questions from UG students
regarding the requirements.
Completes other duties as assigned.
REQUIREMENTS:
Minimum qualifications:
Associate's
degree from an accredited institution and 2-4 years of progressively
responsible and related support experience.
Preferred qualifications:
A Bachelor's degree in Business or closely related field of study is preferred.
Alternatively,
the successful candidate may possess any equivalent combination of experience
and training, which provides the knowledge, skills and abilities required to
perform the essential job functions. This includes, but is not limited to, the
following:
Knowledge of
accounting and budgetary theory, principles and practices
Knowledge of
state and federal laws and regulations pertaining to departmental budgets and
accounting practices
Skill in
applying accounting and financial management principles
Ability to
work both independently and as part of a team
Excellent
interpersonal skills with a customer service orientation
Ability to
communicate effectively, both orally and in writing
Excellent
organizational skills with the ability to be attentive to the details
Ability to
work a flexible schedule as needed in order to attend Department, School and
University events
Thorough
knowledge of and proficiency in using the current Microsoft Office Suite: Word,
Excel, PowerPoint and Access
Willingness
to learn new technologies relevant to the position
Ability and
willingness to assist with other tasks in the Office as needed
Enthusiastically
seeks out work and new assignments\
Shows
interest and initiative in taking on new and challenging assignments
Good
problem-solving skills with a can do approach
Ability to
work independently on complex and confidential issues related to the day-to-day
operations of the Department
Effective
organizational and administrative skills required
Ability to
initiate and follow through with work responsibilities and to meet deadlines
Ability to establish and maintain effective working relationships with the
University Community
Ability and willingness to contribute actively to the mission of the University
and to respect the Spiritan Catholic identity of Duquesne University. The
mission is implemented through a commitment to academic excellence, a spirit of
service, moral and spiritual values, sensitivity to world concerns, and an
ecumenical campus community.
APPLICATION INSTRUCTIONS:
Applicants are asked to submit a cover letter, resume, and contact information
for three professional references.
Duquesne
University was founded in 1878 by its sponsoring religious community, the
Congregation of the Holy Spirit. Duquesne University is Catholic in
mission and ecumenical in spirit. Motivated by its Catholic identity,
Duquesne values equality of opportunity both as an educational institution and
as an employer.