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Administrative Assistant

Wilmington College
Wilmington, OH
  • Posted: over a month ago
  • Part-Time
Job Description

Wilmington College is a career-oriented liberal arts institution founded by and closely affiliated with the Religious Society of Friends (Quakers). Our beautiful main campus is located in southwestern Ohio. We encourage you to review our website and learn about our history, what we are doing today and how we are preparing for tomorrow. It is an exciting time here at Wilmington College.

Wilmington College is seeking qualified applicants for the position of Administrative Assistant in our Occupational Therapy Master's Program on the main campus in Wilmington, Ohio. This is a part time, 20 hours per week, non-exempt position.

Manages and supports all aspects of Master of Science in Occupational Therapy (MSOT) Department office including general office management, records/data management, fieldwork placement support, admissions support, and assisting the program director and fieldwork coordinator. Maintains complete and accurate records of all Education candidates from the time they enter/transfer through graduation, and post baccalaureate.

Duties and Responsibilities:

General Office Management

  1. Serves as the face of the MSOT Program as s/he greets visitors, takes messages for department members, makes calls and makes appointments and assists students and visitors whenever needed. Coordinates record management of admissions and the fieldwork program.
  2. With the faculty, creates and archives correspondence, minutes, syllabi, and department-wide instructional materials, memoranda, and reports. Assists faculty and adjuncts with submitting on-line requests.
  3. Oversees electronic access to fieldwork experiences, and various departmental forms including applications for admission through OTCAS and Fieldwork software (i.e. Exxat).
  4. Develops, maintains, and regularly updates confidential files on candidates, current students, and graduates of the program. Responsible for maintaining and updating computer files for each candidate including but not limited to OTCAS, enrollment, student progression and retention, student advising by MSOT faculty, fieldwork I & II student and supervisor data, compliance with fieldwork agency requirements, graduate job placement and licensure information.
  5. Maintains office and teaching supplies for department, manages electronic requisitions and works with Program Director to remain within budget.
  6. Sorts and distributes mail and supplies as it is received for faculty and adjuncts.
  7. Responsible for hiring, training, scheduling and supervising student workers. Records and files student timecards.
  8. Maintains department bulletin board(s). Posts and maintains a file on job openings and, with Career Services staff, notifies qualified candidates when requested. Notifies candidates and graduates via email of deadlines, professional development opportunities, etc.
  9. Writes and sends thank you's to donors.
  10. Updates MSOT program information on college website and adheres to the accreditation Counsel for Occupational Therapy Education (ACOTE) standards requirements and changes collaboratively with the program director (PD) and academic fieldwork coordinator (AFWC) for all aspects of the program.

Records/Data Management

  1. Compiles reports from the MSOT Program files for internal needs, outside agencies, and ACOTE requirements including annual report data collection and other reports as requested.
  2. Responsible for checking WC catalog regarding accuracy of the program being offered and congruency with all program changes as they occur.
  3. Tracks fieldwork of candidates, including coordination of assignments, evaluations, and other reports. Updates master field placement report each semester. Compiles and maintains up-to-date information on all fieldwork data for each semester in which the experience occurs. In collaboration with the AFWC, correspondence to agencies where fieldwork experiences occur. Assists the AFWC with site visit coordination.
  4. Maintains records of status of candidates regarding admission to the program and assures candidates meet minimal requirements. Becomes proficient in the OTCAS admissions application process to support the director of admissions to the MSOT Program. Participates in the admissions process including but not limited to individual tours for interested students, open house events, individual candidate interviews, and other duties as assigned regarding admission process.
  5. Builds, maintains, and updates databases for all current students and alumni.
  6. Maintains updated contacts for MSOT majors, interested undergraduates and listservs of subgroups.

Field Placement Support

  1. Maintains the compliance portion of the program assuring each student is in compliance with all site requirements prior to being placed in the field such as current CPR, up to date vaccinations, and other individual agency.
  2. Arranges logistics for field experiences in collaboration with the AFWC and the instructor of record for each experience.
  3. Provides agencies with necessary forms and materials and, in conjunction with the AFWC annually updates field experience/student teaching handbook. Coordinates course (field experience) contracts and field experience timecards.
  4. Maintains field placement composites each semester for students in specified agency for each experience and prepares a roster of placements each semester.
  5. Sends thank you letters, and certificates of CEU for FW II experiences in collaboration with the AFWC
  6. Assists in making contact for field placements, in collaboration with the AFWC and instructors of record for each FW I & II Experience.

Assisting Program Director

  1. Takes meeting minutes and works with faculty to assure accuracy of minutes.
  2. Maintains records on all applications
  3. Maintains departmental records of expenditures for each fiscal year. Primary user of on-line purchasing process.
  4. Coordinates receptions, retreats and supervisors' meetings (publicity, food arrangements, etc.).
  5. Proctors exams as requested by faculty and performs other duties as assigned.
  6. Maintains MSOT Program folder on WC homepage to assure compliance with ACOTE Standards and WC regulations.
  7. Often the first point of contact for students, applicants, and educators in the field.
  8. Meets with prospective students as necessary when no faculty are available.


  1. High school graduation with specialized secretarial training or equivalent, plus at least two years of responsible experience as an administrative assistant.
  2. Very good organizational skills, with ability to prioritize and to handle multiple tasks.
  3. Good computer skills, with experience using Microsoft Office and Excel.
  4. Evidence of good typing and proofreading skills.
  5. Excellent customer service and communications skills.
  6. Willingness to support students above and beyond regular hours and traditional duties, for example, attending extracurricular activities, and representing college staff on campus committees.
  7. Willingness to promote Wilmington's Education program, for example, by making calls to prospective students.
  8. Willingness to work above and beyond the call of duty, for example by helping with the student teacher reception afterhours, posting voice mail about class cancellations from home in extremely bad weather, or responding to an occasional email from home.

To apply, submit a letter of interest, current resume and the names and contact information of at least three professional references.

Wilmington College is an equal opportunity employer and will not discriminate unlawfully in employment matters on the basis of race, religion, gender, color, ancestry, national origin, age, disability or any other category protected by law.

Wilmington College conducts background investigations including criminal, work history and credential confirmation on all employees as a condition of continued employment. Some positions may require additional motor vehicle record review and drug screening. Must be able to provide documentation for proof of eligibility to work in the United States.

Review of applications will begin immediately and remain open until the position is filled.

Job Posted by ApplicantPro

Wilmington College


Wilmington, OH
45177 USA



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