Office Manager to the Physical Therapy Program

The Physical Therapy Department Office Manager works under the direction of the Department Chair/Program Director. This individual supervises the administrative aspects of the office to ensure the proper functioning of the day-to-day operations of the Physical Therapy Department.

Support for Department Personnel

• Provides effective comprehensive administrative services for the faculty staff and department leadership to ensure the proper functioning of day-to-day operations of the Physical Therapy Department.
• Serves as the primary point of contact to assist adjunct faculty members regarding onboarding payroll issues scheduling document collection textbook acquisition and other administrative needs.
• Supports the Director of Clinical Education (DCE) to maintain and update Clinical Education files databases site contracts onboarding requirements and placement communications.
• Supports the Director of Admissions and Alumni Relations interacting with financial services and the registrars office to monitor and maintain records of students progress through the program and provides additional assistance for tours onsite admissions interviews information sessions orientation and administrative needs.
• Conducts new faculty adjunct and staff onboarding and systems training including ordering name badges business cards keys phones computers MU apparel and other supplies and services as directed by department leadership.
• Responsive lead administrator for the Physical Therapy Department offering guidance support orientation and cross-training to support staff.

Organizational Systems and Reporting

• Evaluate implementation and effectiveness of administrative protocols create and develop new office work procedures to increase workflow efficiency and maintain confidentiality while using knowledge of operations and creative problem-solving techniques.
• Assists in the CAPTE accreditation process through effective record keeping data collection updates in EXXAT and formulation of accreditation reports as indicated. Processes requisitions for timely accreditation fee payment.
• Schedules creates and distributes agendas and takes minutes for weekly faculty meetings and annual department retreats.
• Establishes and manages filing systems using judgement and knowledge of department and university requirements for managing various program records.
• Assists in planning prioritizing and delegating daily workflow for student workers. Assists in the hiring of student workers.
• Assists with new faculty/staff interviews and hiring cycle.
• Organize and file waivers for student handbook acknowledgment Faculty Manual acknowledgment and Patient/Client Participation/Photo Use Permission forms.
• Supports the Student Affairs Committee and Department Chair/Program Director to produce submit and file academic letters related to student performance and progression.

Purchasing and Procurement Management

• Provides support to the programs faculty members processing expense requests assisting with payment matters and assisting with navigating university processes.
• Process Honorarium paperwork to include Professional Services Agreement W-9 and Manual Timesheet.
• Initiates purchasing requisitions through the MyMU portal for travel equipment supplies honorariums contracts and mileage reimbursements. Secures competitive quotes for equipment supplies and other purchases through university-approved vendors. Places orders coordinates delivery and oversees appropriate forms of payment per university guidelines including P-card corporate card virtual card travel card check and ACH.
• Conducts studies and prepares budget reports as directed by the Department Chair/Program Director
• Meets with student cohort or club Treasurer to set up agency account and review fiscal procedures for fundraising receipt of proceeds depositing proceeds allocating state tax revenue paying vendor bills and generating payments to community organizations.

Internal and External Communications

• Updates program website as directed by department leadership
• Answers telephones and directs calls to appropriate persons or takes detailed messages. Participates in digital platform meetings (e.g. Zoom et al.) arranging and coordinating scheduled meetings as needed.
• Assists with Departmental manual/handbook review/update as needed
• Creates and distributes professional and timely communications to students faculty adjuncts and staff related to program activities and needs.
• Serves as a liaison to students faculty adjunct faculty support staff advisory committee members clinical education facilities and stakeholders and other departments by explaining policies and procedures answering questions and handling special requests or routing concerns to appropriate staff or faculty members as appropriate.
• Solicit and gather program news and announcements to be submitted to the Green and Gold University Newsletter MU Today and other publications as requested.

Curriculum Support

• Manages textbook adoptions for faculty and orders desk copies from the publisher as needed.
• Coordinates collecting and submitting all course syllabi and faculty/staff/adjunct CVs for accreditation and university academic affairs reporting.
• Assists with proctoring exams coordinating practical exams as needed and coordinating catering student technology reservations and classroom assignment allocation.
• Coordinates with faculty regarding continuing education courses requiring advertising collecting payments through the Active Online Payment Portal correspondence with attendees to ensure a smooth event purchasing refreshments and following up with attendees to include survey feedback.
• Establish and manage equipment assessment tools and supply inventory. Monitor and facilitate student lending/return of department materials.
• Provides technical assistance to faculty and staff including audio-visual computer and copier assistance.

General Department Management

• Ensures classrooms and lab spaces are clean stocked and secure. Creates appropriate signage as needed.
• Maintain cohort Outlook address books contact phone roster and email/ID roster.
• Manages scheduling and coordination of department and building calendars.
• Requests and monitors parking passes.
• Generates and confirms work orders.
• Serves on department school and university committees as requested.
• Create and update rosters for DPT students Department Faculty Adjunct Faculty and Staff
• Maintain and update databases for FSBPT PEAT Exam Clinical Education Software WebPT ExamSoft and others as directed by department leadership.
• With the Director of Admissions and Alumni Relations maintains and updates the Physical Therapy Alumni and Advisory Committee databases
• Offers professional support to the Director of Clinical Education Faculty and program committees as needed.

Special Events

• Assists in coordinating marketing and executing departmental special events including New Student Orientation Admission Interviews Poster Presentations White Coat Ceremony Graduation PT Month Advisory Committee Meetings CAPTE Site Visits CHSHS Job Fair Clinical Education events Graduation and Awards Party guest speakers holiday decorating of building and others as assigned.
• Organize coordinate and schedule third-year cohort composites Graduation regalia fitting (pick-up/return) and second-year White Coat Ceremony.

Other Responsibilities

• Performs other duties as assigned by the Department Chair/Program Director and faculty that facilitate the mission vision and smooth operation of the Physical Therapy Department.

The ideal candidate for this position has the following qualifications:

• Bachelors degree preferred. Relevant work experience will be considered in lieu of a degree
• Excellent communication skills
• Must be computer literate especially in the use of Microsoft Office 360
• Possess skill and knowledge of Jenzabar and Canvas preferred
• Excellent organizational skills
• Ability to set priorities and handle multiple tasks
• Ability to deal effectively with others working in a collaborative team environment