Program Assistant, Department of Occupational Therapy


Position Title

Program Assistant, Department of Occupational Therapy


Department of Occupational Therapy


Full Time/Exempt

Position Summary

The primary roles of this position are to provide administrative assistance and support to the Department Chair of the Department of Occupational Therapy, while also managing daily operations in the Department's front office; including managing the staff within the office setting such as all hourly and student employees as appropriate.


Essential Job Duties

  • • Assist the Department Chair by providing administrative and regulatory support in the overall management of the Department.
    • Assist in developing, enacting, and administering all Department policies and procedures.
    • Organize and maintain all employee and student files, financial records and receipts, and other important Department documents.
    • Provide administrative and fiscal support to all department faculty. This can include assistance with grant preparation, classroom and class scheduling, meeting coordination.
    • Serve as department liaison between the Department Chair and internal and external constituents.
    • Coordinate and manage student course evaluations throughout the year, and disseminate data to faculty. Manage the annual student outcome assessment report (Program Evaluation) from information collected from students and faculty.
    • Create and coordinate student course schedules on a semester basis. Work with Academic Fieldwork Coordinator and Doctoral Residency Coordinator to communicate regularly with students on keeping files and information as up to date as possible; including Electronic Program Management System (database).
    • Coordinate with Admissions regarding OTCAS, marketing and website content/material and serve as staff delegate on Department Admissions Committee.
    • Maintain Department inventory and supplies
    • Manage hiring and onboarding process for all Department faculty (including adjunct contracts) on a semester and annual basis, or as new employees are hired and in Coordination with the Assistant Dean for Faculty and Curriculum.
    • Approve and edit all staff timesheet on a bi-weekly basis, as appropriate.
    • Assist with department payroll, financial, and hire documents using JU systems as needed.
    • Coordinate and manage all Department purchasing initiatives and disseminate knowledge to faculty and staff regarding JU purchasing regulations.
    • Oversee the operating budget of the department including student organization/activity sub-accounts, faculty research sub-accounts and any developing foundation and/or Departmental “General Fund” accounts.
    • Review, analyze and assist in preparing the annual budget for the department and make recommendations to the Chair.
    • Support to faculty with maintaining and organizing syllabi, exams, handouts, copying, faxing, assign student advisors, prepare course work folders, maintain student files order Department supplies, and service all copiers (students and Department).
    • Manage and coordinate all Department events (open houses, workshops, research lectures, alumni receptions, etc.).
    • Work with and manage all Department staff in preparing for and executing all events, and serve as lead coordinator.
    • Serve as co-editor and head designer of an annual Department Alumni Newsletter.
    • Coordinate communication between Department, School, College and University; disseminate knowledge and information and support professional development activity attendance.

Special Skills

Demonstrated administrative experience supporting executive level individuals

1.      Excellent verbal and written communication skills

2.      Critical thinking

3.      Problem solving

4.      Self-Directed

5.      Proficiency with Microsoft Office, e-mail, Internet and standard office equipment

Work Conditions

1.      Primarily indoors except when traveling between campus buildings or being off-campus

2.      Standard office hours 8:30am to 5:00pm

3.      Some off-campus travel required

4.      Work is performed under minimum supervision and requires incumbent to exercise independence and discr etion. 

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and scientific equipment
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • Bachelor’s Degree from an accredited institution

Minimum Work Experience

  •  2 years of related administrative experience
  • Knowledge of Excel and Microsoft Office

Preferred Qualifications

·         Equivalent combination of experience and education at a 2:1 ratio will be considered

·         Previous experience in a higher education setting

·         Existing knowledge of JU systems

·         Knowledge of Adobe InDesign, Photoshop

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants should submit a letter of interest emphasizing experience and potential, a

Resume, JU employment application, background check authorization and three letters of reference. Directed to:


Lori Helgeson, OTD, OTR/L, Search Chair