Office Manager to the Physical Therapy Program Job at METHODIST UNIVERSITY INC i

Job Details

Job Location
Methodist University Location - Fayetteville, NC

Position Type
Full Time Staff

Description

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 registrar's 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 program's 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.

Qualifications

The ideal candidate for this position has the following qualifications:

• Bachelor's 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