Fieldwork Administrative Assistant IV

Description:

Job Description

Summary:

The position requires an in-depth understanding of the university’sservices, operations, and standards, and as appropriate, wellintegrated into program management. This position provides internal and external customer service that represents the clinical education program and university. This position works closely with faculty, students and clinical agencies. This position is 20 hoursper week on the Oakland Campus.

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

• Manage and ensure currency of all fieldwork and capstonecontracts 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 thatcome due within the next two fieldwork and capstone cycles.

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

• 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 educationrecords and files, including those related to clinical agencies,students’ clinical experiences, and clinical contracts. Maintain and update these files as necessary

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

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

• Edit, reproduce and distribute fieldwork and capstone educationmaterials, including course syllabi, clinical or external siteeducation manuals, and procedure manuals for both the fieldwork andcapstone 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 generatedthrough EXXAT-Prism, by AOTA’s Formstack, and information uploadedby students within Canvas Capstone courses.

• Manage all aspects of the Department’s clinical educationrecords 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

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

• Manage multiple projects simultaneously. Anticipate and trackinitial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines aremet. Support special projects and events including, but not limitedto: continuing education, fieldwork and capstone workshops, andfieldwork and capstone panel discussions.
• Provide administrative support for student and clinicalfaculty

• 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 andbasic 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
• De…