Administrative Assistant II/Occupational Therapy Lab Assistant
Administrative Assistant II/Occupational Therapy Lab Assistant
Posted on :
03-08-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
03-08-2025
Job Description
Carlow University is now accepting applications for an Administrative Assistant II/Occupational Therapy Lab Assistant role to support our Occupational Therapy (OT) program within the College of Health & Wellness.
This position provides administrative support to the occupational therapy department. This position requires a licensed certified occupational therapy assistant (COTA/L) with professional administrative skills a solid understanding of occupational therapy practice and proficiency in using various software programs (e.G. MS excel). In addition to administrative and organizational duties within the College of Health and Wellness (CHW) this role includes the coordination and facilitation of lab sessions for the occupational therapy program. The individual will collaborate closely with faculty and students to prepare and organize materials and equipment needed for skill-based learning and ensure effective operation of instructional spaces.
Essential functions:
Under general direction provide administrative and organizational support to the Occupational therapy department cross-training within other college departments is required and for all staff in the CHW be willing and able to cover other departments should a need arise.
Under general direction provide administrative and organizational support to the Occupational therapy department cross-training within other college departments is required and for all staff in the CHW be willing and able to cover other departments should a need arise.
Identify develop and implement ways to increase the efficiency and effectiveness of general office
Procedures and processes.
Screen and direct inbound inquiries and calls respond to moderately complex questions provide information direct callers as appropriate analyze problems and resolve issues as necessary greet visitors and attend to their needs. Elevate questions and issues as needed and appropriate.
Interface and communicate across various units with all levels of internal constituencies as well as external contacts (vendors clinical site preceptors professional agencies)
Monitor and track multiple unit accounts with active purchasing activities by maintaining running balances of subaccounts established within the department and preparing financial reports for the supervisor making financial decisions.
Procedures and processes.
Screen and direct inbound inquiries and calls respond to moderately complex questions provide information direct callers as appropriate analyze problems and resolve issues as necessary greet visitors and attend to their needs. Elevate questions and issues as needed and appropriate.
Interface and communicate across various units with all levels of internal constituencies as well as external contacts (vendors clinical site preceptors professional agencies)
Monitor and track multiple unit accounts with active purchasing activities by maintaining running balances of subaccounts established within the department and preparing financial reports for the supervisor making financial decisions.
Prepare moderately complex financial documents using accurate financial coding and documenting as necessary.
Collects compiles and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Research drafts and/or reports I.E. conduct initial research to gather information for the supervisor regarding the topic of interest.
Independently make and/or cancel appointments; update maintain and monitor calendars. Schedule meetings schedule classrooms and meeting rooms and arrange the use of outside facilities if necessary.
Review and distribute incoming mail and reroute mail fax and copy documents as appropriate to request/initiate action and ensure results.
Assess the confidentiality of all information received or requested and respond accordingly.
Planned and coordinated meetings and communicated with other units (I.E. facilities food service etc.) ensuring that all resources were prepared and in place for the meeting participants. Prepare meeting agendas and take meeting minutes.
Train assign work and review the work of student employees.
Ensure office management procedures are followed and unit equipment and supplies are maintained.
Back up administrative assistants to other university and college departments as needed and as available and serve as minute takers for department and college committees and special meetings.
Demonstrate and reflect an understanding of and commitment to the mission vision and core values of Carlow University and the Sisters of Mercy.
Collects compiles and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Research drafts and/or reports I.E. conduct initial research to gather information for the supervisor regarding the topic of interest.
Independently make and/or cancel appointments; update maintain and monitor calendars. Schedule meetings schedule classrooms and meeting rooms and arrange the use of outside facilities if necessary.
Review and distribute incoming mail and reroute mail fax and copy documents as appropriate to request/initiate action and ensure results.
Assess the confidentiality of all information received or requested and respond accordingly.
Planned and coordinated meetings and communicated with other units (I.E. facilities food service etc.) ensuring that all resources were prepared and in place for the meeting participants. Prepare meeting agendas and take meeting minutes.
Train assign work and review the work of student employees.
Ensure office management procedures are followed and unit equipment and supplies are maintained.
Back up administrative assistants to other university and college departments as needed and as available and serve as minute takers for department and college committees and special meetings.
Demonstrate and reflect an understanding of and commitment to the mission vision and core values of Carlow University and the Sisters of Mercy.
In addition to general administrative responsibilities:
Lab session coordination:
O Assist OT faculty in preparing lab materials and setting up equipment for hands-on instruction.
O Maintain and inventory ot lab supplies and therapeutic equipment.
O Support lab-based assessments and practical examinations by ensuring that required materials and documentation are available and organized.
O Collaborate with faculty to update and maintain lab manuals skill checklists and instructional guides.
O Provide on-site support during lab sessions to help facilitate learning activities and troubleshoot issues
Lab session coordination:
O Assist OT faculty in preparing lab materials and setting up equipment for hands-on instruction.
O Maintain and inventory ot lab supplies and therapeutic equipment.
O Support lab-based assessments and practical examinations by ensuring that required materials and documentation are available and organized.
O Collaborate with faculty to update and maintain lab manuals skill checklists and instructional guides.
O Provide on-site support during lab sessions to help facilitate learning activities and troubleshoot issues
Minimum education level required:
Associate degree or higher.
Associate degree or higher.
Bachelors degree in health sciences or related field preferred
Minimum related experience required:
Three to five years of administrative support experience preferably in higher education or healthcare.
At least one year of clinical experience in occupational therapy is preferred.
Three to five years of administrative support experience preferably in higher education or healthcare.
At least one year of clinical experience in occupational therapy is preferred.
Required licenses/certifications:
Must hold current and active certification and licensure as a certified Occupational Therapy Assistant (COTA/L).
Must hold current and active certification and licensure as a certified Occupational Therapy Assistant (COTA/L).
Carlow University is Devoted to....
- A culture of integrity dignity and respect for all
- A strong commitment to social justice
- Ethical forward-thinking leadership
- Comprehensive medical dental vision life & disability benefits package
- Tuition benefits for undergraduate and graduate programs
- Health Savings Account and Flexible Spending Account options
- Wellness and Employee Assistance Program
- Complimentary use of Carlows fitness center and amenities
Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlows commitment to equity inclusion and community; and be able to articulate how they will contribute to Carlow Universitys Catholic Mercy mission and values through their teaching scholarship and service.
Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh Pennsylvania. Founded in 1929 by the Sisters of Mercy an international community of Roman Catholic women with a mission to serve the poor the sick and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs committed to engaging its diverse community in a process of life-long learning scholarship research and service. Degrees are offered at the baccalaureate masters and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners and to empower them to excel in their chosen work as compassionate responsible leaders in the creation of a just and merciful world.
Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity treat others with respect and dignity carefully steward the Universitys resources avoid conflicts of interest or commitment maintain confidentiality and to comply with legal and professional obligations.
The intent of this job description is to provide a representative summary of the major duties and
responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties responsibilities and activities may change at any time with or without notice.
responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties responsibilities and activities may change at any time with or without notice.
Employment Type
Full Time
Key Skills
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