Administrative Coordinator, Physical Therapy

Administrative Coordinator, Physical Therapy

The Administrative Coordinator provides administrative and operational support to the Physical Therapy Program within the Westbrook College of Health Professions, including faculty and student support, program events, communications, records, financial processes, and day-to-day office operations.

About the University of New England UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview Multiple health and dental plan options, plus vision coverage. Up to 8% retirement plan match. Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year. Educational benefits: UNE tuition waiver for employees, spouses, and domestic partners UNE tuition waiver for dependents of employees with 1 year of full-time service 50% tuition reduction if less than 1 year of full-time service For more information about our outstanding benefits, please visit: UNE Benefits Overview

Responsibilities Program & Office Operations Manage daily administrative operations for the Physical Therapy Department. Maintain office supplies and inventory and coordinate maintenance of office equipment as needed. Serve as the primary administrative contact for students, staff, faculty, vendors, alumni and other departments. Plan and execute program-related events. Including but not limited to room reservations, catering, facilities work orders, IT tickets, materials and general logistics.

Prepare and format correspondence, reports, instructional materials, and program documents. Perform specialized administrative or project related tasks as needed. Complete other duties as assigned to support the Physical Therapy Program. Identify workflow challenges and provide recommendations to improve administrative processes. Support alumni engagement efforts through coordination of communications, events, and outreach activities.

Faculty & Program Support Provide ongoing administrative support to faculty members. Manage calendars, schedule meetings and rooms and book travel arrangements. Assist with faculty advising and program documentation processes and procedures. Coordinate program-related projects by tracking timelines, organizing tasks, and supporting timely completion of deliverables. Schedule department meetings, and manage agendas and meeting notes. Coordinate communications and information sharing across faculty and programs.

Facilitate end-to-end administrative and HR onboarding for adjunct faculty, ensuring accurate, timely completion of required hiring paperwork, credential verification, and departmental documentation.

Communication & Liaison Responsibilities Respond to inquiries from students, faculty, professional staff, alumni and other departments. Explain program and University policies and procedures in a clear and professional manner. Coordinate services and resolve routine issues, escalating complex matters as appropriate. Collaborate regularly with faculty, University offices, and external partners to support program needs. Provide guidance to faculty and staff on administrative processes and procedures.

Committed to actively fostering a welcoming culture of belonging and inclusion.

Data & Information Management Organize and maintain various departmental files and records, frequently involving cross filing and cross-referencing of systems. Maintain databases, logs, and tracking systems to support program operations and ensure data accuracy. Maintain information systems including but not limited to (budget, enrollment, alumni, travel, expenses) Compile and organize data to support reporting needs. Ensure information is accurate, accessible, and maintained in compliance with University standards.

Financial & Administrative Processing Initiate, monitor and process financial and administrative documents and forms related to program operations by monitoring expenditures, preparing and…