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Posting Text
| Posting Number |
S00638P |
| Position Status |
Non-Exempt |
| Reporting Relationship(s) |
Program Director, Master of Occupational Therapy Program |
| Supervisory Relationships |
Student Employees |
| Job Summary |
The Administrative Assistant provides comprehensive administrative and operational support to the Master of Occupational Therapy (
MOT) department. This role is pivotal in ensuring the smooth execution of academic and program functions, maintaining effective communication, and supporting the chair, faculty, and students. Responsibilities include serving as the initial point of contact for
MOT, scheduling and planning events, and maintaining school documents and data. This position performs most duties on an independent basis. |
| Salary Range |
$20.00-$21.00 |
| Essential Functions |
- Serves as the first point of contact for walk-in visitors and responds to inquiries via phone and email promptly and professionally.
- Supports adjunct faculty through onboarding new hires and ensures timely and accurate entry of course and instructor assignments into the University's systems to ensure correct payment of adjunct faculty each academic term by working with Academic Affairs, Human Resources, and Payroll.
- Uses databases and spreadsheets of data to analyze and assist in summarizing and synthesizing course evaluation materials, survey results, recruiting efforts, etc. and creates and tracks surveys using online tools (e.g., Qualtrics).
- Creates, collaborates on, and distributes various forms of communication used for marketing and information dissemination, including written materials, letters, reports, mailings, marketing materials, newsletters, posters, slides, signs, and flyers (using applications including Microsoft Office and social media platforms), and maintaining web pages and the campus directory through communication with Marketing and Communications.
- Assists in planning events by organizing information and communicating with students and faculty through oral, written, and electronic formats, and assists with related tasks.
- Tracks all budget expenditures by maintaining spreadsheets for various accounts and coordinates timely payment of invoices. Processes petty cash and/or check reimbursements and coordinates timely payments using University applications (e.g., Self-Service).
- Maintains and updates electronic files and online information (e.g., web pages, directory entries, Blackboard, etc.) and uses systems to generate reports of students and courses, including assisting faculty with course setup and proctoring of make-up exams.
- Uses online scheduling tools (e.g., Outlook) to coordinate School events and schedule meetings, including virtual meetings (e.g., Zoom, Teams, etc.).
- Handles room and event scheduling, including catering orders and room reservations using online systems (e.g., Catertrax, EMS, etc.).
- Uses Microsoft Office and document conversion and sharing applications, such as Adobe Acrobat, OneDrive, and Google Docs.
- Learns and utilizes campus resources and maintains contact with individuals from across campus, including Academic Affairs, Admission, Advising, Conference and Event Services, Business and Finance, Equity & Inclusion, Information Services, Institutional Advancement, Marketing and Communications, Student Affairs, and Registration and Records.
- Looks after designates area spaces and bulletin boards by keeping all information current, designing new materials periodically, and posting announcements from other areas when appropriate.
- Fulfills general office tasks, such as ordering and inventorying supplies, working with Central Printing on large copying projects, and distributing mail.
- Proctor makeup exams for students as needed.
- Maintains excellent working relationships with faculty, staff, and students.
- Demonstrates a strong commitment to continuous improvement.
- Supports the University's mission, vision, and values.
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| Other Duties and Responsibilities |
- Performs other duties as assigned by MOT director.
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| Minimum Qualifications |
- High school degree.
- Two or more years of previous administrative assistant experience.
- Excellent organizational skills, and interpersonal, oral, and written communication skills.
- Ability to perform multiple tasks, work well under pressure, and work independently.
- Willingness to learn. Training will be provided for university-specific applications such as Colleague and Blackboard.
- Proficient in Microsoft Office, Adobe Acrobat, OneDrive, and Google Docs.
- Willingness to adjust work hours to accommodate altering activity levels during the year.
- Web proficiency, including use of social media platforms.
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| Preferred Qualifications |
- Bachelor's degree.
- Familiarity with database management.
- Experience working in higher education or in another academic setting.
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| Working Conditions/Physical Requirements |
Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object. Occasional evening and weekend obligations. |
| Work Hours |
Part - time position: 20 hours a week. |
| Posting Date |
05/08/2025 |
| Closing Date |
|
| Open Until Filled |
Yes |
| Special Instructions to Applicants |
An overview of Elmhurst University benefits is available
here.
Elmhurst University is a leading four-year institution of higher education that seamlessly blends a liberal arts education and professional preparation to help students acquire knowledge and skills for enduring success. Founded in 1871, Elmhurst now offers more than 70 undergraduate programs of study, more than 20 graduate and certificate programs in flexible formats, and the Elmhurst Learning and Success Academy for young adults with differing abilities. Elmhurst University ranks among the top 10 best regional colleges and universities in the Midwest, according to U.S. News & World Report.
Recruiting and retaining a diverse workforce is a critical component of the University's mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an equal opportunity employer and prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law. |
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Elmhurst University
May 08, 2025