Fieldwork Administrative Assistant IV

Description:
 

Job Description Summary:
 

Duties and Responsibilities:

Job Duties and Accountabilities:

An Asterisk (*) denotes an “essential job function” for ADA purposes.

Coordination and Management of Clinical Placement 70%

Contracts

• Manage and ensure currency of all fieldwork and capstone contracts or MOU’s in coordination with SMU contracts office
• Work with clinical sites and SMU contract department to ensure that clinics have active contracts and monitor any expirations that come due within the next two fieldwork and capstone cycles.

Student Onboarding

• Manage the onboarding requirements, documentation and platforms for clinical rotations as well as presenting to cohorts during fieldwork and capstone education meetings outlining the expectations of onboarding
• Be available to coach students and follow up on onboarding needs, in person and virtually.

Data Management Systems

• Manage the Department’s electronic clinical education database and platforms to include Exxat-Prism, My Clinical Exchange, Formstack, Canvas
• Manage all aspects of the Department’s clinical education records and files, including those related to clinical agencies, students’ clinical experiences, and clinical contracts. Maintain and update these files as necessary

Administrative Support 30%

Communication and Documentation

• Respond to inquiries from students, external clinical partners, staff and stakeholders.

• Compose correspondence, develop, prepare, produce, review and distribute written and electronic documentation and independently research and analyze associated issues and/or compile materials needed for reports and/or decision-making purposes.

• Edit, reproduce and distribute fieldwork and capstone education materials, including course syllabi, clinical or external site education manuals, and procedure manuals for both the fieldwork and capstone programs.

• Prepares reports based on clinical education data as directed by the Academic Fieldwork Coordinator/Fieldwork Faculty Team Members and Capstone coordinator.  These include reports generated through EXXAT-Prism, by AOTA’s Formstack, and information uploaded by students within Canvas Capstone courses.

• Manage all aspects of the Department’s clinical education records and files, including those related to clinical agencies, students’ clinical experiences, and clinical contracts.
• Maintains accurate and secure electronic data relative to students, clinical education faculty and the clinical education program on various platforms to include Microsoft TEAMS, Google Docs, EXXAT-Prism, My Clinical Exchange, and Formstack

Accreditation Documentation:

• Assists with preparation of accreditation reports and those required for other external agencies for those aspects related to clinical education

Additional Administrative Support:

• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met. Support special projects and events including, but not limited to: continuing education, fieldwork and capstone workshops, and fieldwork and capstone panel discussions. 
• Provide administrative support for student and clinical faculty

Skills and Abilities:

• Mastery of advanced office/business skills
• Use creative and critical thinking to solve problems and develop alternative solutions
• Highly skilled in Microsoft Office applications such as Excel, Word, Outlook, and SharePoint, Google Docs, Adobe, PowerPoint and basic office equipment
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, attention to detail, judgment, diplomacy and tact. 
• Ability to assist in budget development and preparation with responsibility for generating supporting documentation for administrative activities 
• Demonstrated ability to handle sensitive issues and maintain confidentiality. 
• Ability to take initiative and ownership of projects, anticipate and support executive’s needs. 
• Manage and prioritize a variety of instructions provided in written and verbal format from multiple supervisors 
• Knowledge and use of proper grammar, punctuation and spelling 
• Ability to perform basic mathematical calculations, including fractions, decimals and percentages 
• Ability to read and write memos and correspondence in a clear concise manner 
• Ability to multi-task, adapt to changing priorities and meet deadlines. 
• Ability to concentrate and tolerate interruptions by students and faculty 
• Excellent communication skills and ability to effectively and quickly organize thoughts and communicate clearly with faculty, students and stakeholders.

Minimum Qualifications

Education and/or Experience:

• Bachelor's degree preferred.
• Minimum of three years' experience as administrative support in a fast-paced, multi-task environment requiring a high degree of accuracy and independent activity.

Work Environment:

Office Location: Oakland Campus – Onsite

• This is an onsite position based in Oakland, CA requiring regular in-office presence to support daily operations, collaboration, and student or team engagement.
• Work is performed primarily on campus in a dynamic academic environment, with direct interaction across multidisciplinary teams.

Mental/Physical Requirements:

This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person, video and by telephone, frequently operate standard office equipment, such as telephones and computers.

Employee Status:

Exemption Status:

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