PT Department Assistant

Responsibilities

• Scheduling & Logistics Coordination
• Manage complex calendars for four Associate Deans, scheduling meetings, events, and appointments across multiple stakeholders.
• Coordinate logistics for meetings, including room reservations, virtual meeting links, materials preparation, and agendas.
• Support planning and execution of internal and external events (e.g., faculty meetings, program events, retreats).
• Follow-Up & Deadline Tracking
• Track action items arising from meetings and ensure timely follow-up with relevant stakeholders.
• Maintain systems to monitor deadlines for academic, administrative, and program-related initiatives.
• Send reminders and provide status updates to Associate Deans as needed.
• Program Calendar Coordination
• Maintain and regularly update a centralized program calendar across multiple units or departments.
• Ensure alignment across academic schedules, events, and key institutional deadlines.
• Identify and flag scheduling conflicts or overlaps proactively.
• Institutional Memory & Documentation
• Maintain organized records of key decisions, processes, timelines, and historical context.
• Develop and update shared resources, trackers, and documentation to support continuity of operations.
• Serve as a point of reference for past practices, ensuring consistency and efficiency across leadership initiatives.
• General Administrative Support
• Support preparation of reports, presentations, and communications.
• Assist with data entry, document management, and administrative workflows.
• Provide ad hoc support for special projects and initiatives led by Associate Deans.

• Associate’s or Bachelor’s degree (or equivalent experience).
• 2–4 years of administrative or coordination experience (higher education preferred).
• Experience supporting multiple senior leaders or executives.
• Familiarity with academic calendars and university administrative processes.
• Experience with project tracking tools or shared collaboration platforms.
• Proficiency with Microsoft Office (Outlook, Excel, Word) and virtual meeting tools.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Attention to detail and accuracy.
• Proactive problem-solving and anticipation of needs.
• Discretion in handling sensitive information.
• Ability to work independently and collaboratively.
• Strong interpersonal skills and professionalism.
• Certification:
  Associate's degree or Bachelor's degree.