Administrative Assistant & Accreditation Support Specialist - Occupational Therapy Program

Administrative Assistant & Accreditation Support Specialist - Occupational Therapy Program

Concordia University seeks a full-time Administrative Assistant and Accreditation Support Specialist for the Occupational Therapy Doctorate (OTD) Program on the Ann Arbor campus. This role provides day-to-day administrative, clerical, and data management support to the Program Director, Academic Fieldwork Coordinator, and Doctoral Capstone Coordinator within an academic program accountable to an external accrediting body. Responsibilities include coordinating departmental operations, maintaining program databases, and assisting with the preparation and organization of accreditation documentation. Proficiency in Microsoft Office (especially Excel and Word), databases, and cloud-based applications is required. This is a non-exempt, hourly staff position with hours Monday through Friday and occasional evenings, reporting to the Program Director.

Job Duties and Responsibilities

• Serve as the first contact with students, parents, and the public visiting the program; greet and direct visitors in a friendly and professional manner.
• Plan and coordinate events including orientation, visit days, interview days, sending ceremony, advisory board meetings and graduation celebrations.
• Attend department meetings, record minutes, and manage the master department calendar.
• Process requisitions, expense reports, hiring paperwork, and adjunct/lab assistant payroll through Faculty Load and Compensation (FLAC).
• Supervises student workers.
• Maintain student files in accordance with university policy and the Family Educational Rights and Privacy Act (FERPA).
• Provide interdepartmental/program administrative support, as needed.
• Assist program admissions committee which may include writing and sending acceptance letters, tracking tuition deposits, sending welcome packets and assisting with interview schedules.
• Coordinate with graduates and alumni regarding records, faculty recommendations, and credentialing documentation.
• Support the Academic Fieldwork Coordinator and Doctoral Capstone Coordinator in managing student placement databases, monitoring student progress, and generating data reports for accreditation purposes.
• Perform other duties as assigned.

Accreditation Responsibilities:

• Assist in the preparation, formatting, and organization of accreditation documents, including the Annual Accreditation Report, self-study reports, and interim reports.
• Collaborate with the Program Director, Academic Fieldwork Coordinator, Doctoral Capstone Coordinator, and faculty to provide needed documents for assessment purposes.
• Compile and maintain student progress, retention, and outcomes data for didactic and clinical components of the program.
• Maintain program data in spreadsheets and databases; generate reports including using filters and visual graphics to facilitate data analysis as needed for accreditation, program assessment, and institutional reporting.
• Administer surveys to students and graduates/alumni, at faculty request using Qualtrics or other survey collection tool; monitor responses and collate data.
• Assist programs in preparation for reaccreditation self-study preparation.
• Assist Program Director, Academic Fieldwork Coordinator, and Doctoral Capstone Coordinator in drafting compliance statements for standards, as appropriate.
• Ensure that student handbooks, marketing documents, and accreditation portal are accurate and meet accreditation standards.

Knowledge, Skills, and Abilities

• Ability to operate office technology and personal computer with related applications efficiently.
• Working knowledge of Microsoft Office, E-Mail, database, and learning management platform functions.
• Ability to effectively communicate with all levels of the University and maintain a positive, can-do, service-oriented attitude.
• Excellent communication skills - written and oral.
• Ability to work independently, prioritize tasks and organize work in a busy office setting.
• Ability to demonstrate ingenuity and prompt action in resolving problems.
• Ability to be well organized, detail oriented and accurate and able to prioritize work.
• Ability to read, comprehend and follow written and verbal instructions.
• Knowledge of office processes.
• Ability to maintain strict confidentiality.
• Supportive of the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS)

Education and Experience

Undergraduate degree preferred. Minimum of three to five years of general office experience with advanced proficiency in Microsoft Office (Excel, Access, Word, and Outlook). Previous experience in higher education is preferred. Membership in a Christian congregation is required in alignment with university mission.

Physical Demands/Equipment

Compensation and Benefits

This is a full-time, non-exempt staff position. The starting wage is dependent upon individual qualifications and experience. Concordia University benefit options include, but are not limited to the following:

• Health, Dental and Vision Insurance
• Personal Spending Account, Flexible Spending Account, and/or Health Savings Account
• Disability and Survivor Plan
• Retirement Pension Plan
• Retirement 403(b) Savings Plan
• Basic Life and Supplemental Life Insurance
• Accidental Death and Dismemberment Coverage
• Critical Illness and Accident Insurance
• Tuition waiver benefits (available for employees and their qualified dependents)
• Paid time-off including vacation, sick, and Holiday
• Volunteer paid time-off

Compensation and Benefit Details

Application Instructions

To receive full consideration, all applicants are asked to complete and submit an online employment application through the Concordia University Employment page. To begin, please click the Apply Now section on the job page and then click the Apply For This Position button to begin the application process.

Equal Opportunity Employer

It is the policy of CU to provide equal opportunity to all employees and applicants for employment in accordance with all applicable federal, state, and local laws.

The University will not discriminate against or harass any employee or applicant for employment because of race, color, sex, pregnancy, national origin (including ancestry), citizenship status, physical or mental disability, age, marital status, gender, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other characteristic protected by federal, state or local laws.

Concordia University is a HLC accredited, co-educational, liberal arts school offering more than 72 undergraduate majors, over 35 master's degree programs, and 5 doctoral programs. There are also a variety of accelerated evening and e-learning programs.