Bay Path University Hiring For Administrative Assistant, Occupational Therapy Fieldwork Office – Bay Path Unive at East Longmeadow, MA  Full Time

• Position Code: AAFWO
• Job Type: Full-time
• Hours: 8:30 am to 4:30 pm
• Schedule: Monday through Friday
• Position Location: On Ground / Remote Hybrid, East Longmeadow Campus

JOB SUMMARY:
The Administrative Assistant for the OT Fieldwork Office is a critical position within our team and is tasked with managing several high-stakes processes to ensure a smooth fieldwork experience for students and a positive customer service experience for fieldwork sites. Major job responsibilities include managing general office functions, including mail, email, and virtual/telephone communications with students and fieldwork sites; database creation and maintenance; organizing fieldwork documents and requirements; planning and organizing in-services/workshops/meetings for faculty, staff, fieldwork educators and/or students; and other general office tasks.

ESSENTIAL JOB FUNCTIONS:

• Work with Director of Clinical Education and Assistant Fieldwork Coordinator to establish, maintain, and update fieldwork memoranda of understanding.
• Collaborate with Director of Clinical Education and Assistant Fieldwork Coordinator to ensure processes and documentation are in order for ACOTE C Standard compliance.
• Complete documentation necessary for fieldwork placements, including email correspondence, generate memorandum of understanding with new sites, retrieve signature on memoranda, complete certificates, and other necessary documents.
• Communicate directly with students regarding requirements for fieldwork placements including: medical documents, immunizations, background checks, drug screenings, and any other site requirements prior to fieldwork start date.
• Assist Director of Clinical Education and Assistant Fieldwork Coordinator in the management of fieldwork files (paper and electronic).
• Assist in planning and organizing special events and classroom presentations for fieldwork educators and/or fieldwork students.
• Create, organize, and maintain student files using electronic systems.
• Manage fieldwork databases (Canvas, Universal, and Exxat).
• Answer phone calls; speak with students and fieldwork educators.
• Schedule and attend fieldwork meetings and department meetings: create agenda and take notes as necessary.
• Communicate effectively with students regarding various fieldwork requirements, including but not limited to, background checks and medical documents.
• Manage department work study student supervision.
• Order and organize office supplies for fieldwork office and community-based sites.
• Assist with website information and oversight of alumni group communication.
• Assist with oversight of departmental budgets, invoices. purchasing, and reimbursement.
• Prepare ad hoc, bi-annual, and annual fieldwork reports for university or department needs.
• Adhere to HIPAA and FERPA privacy standards.
• Adhere to University COVID protocols and requirements
• Attend trainings as required.
• Be committed to the University Core Values and a culture of diversity, equity, respect, and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones’ own.
• Perform any other duties or tasks as assigned by the University.

OTHER RESPONSIBILITIES:

• If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. You must have a valid driver’s license and must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet requirements of the University and cooperation of all personnel is expected to carry out the mission

SUPERVISORY RESPONSIBILITIES:

• Work-study student – managing hiring, scheduling, delegating tasks, and general oversight to ensure efficient use of the position to benefit the department.

Job Requirements:

QUALIFICATIONS:

• Associate’s degree preferred with five or more years of experience as an administrative assistant.
• Excellent organizational skills, detail-oriented.
• Outstanding written, verbal and non-verbal communication skills.
• Excellent customer services skills to respond to diverse community.
• Outstanding computer skills, including Microsoft and Google suite; experience with the Canvas online management system; ability to quickly learn new software, systems, and technology.
• Ability to effectively prioritize multiple responsibilities and adhere to deadlines.
• Knowledge of legal language for memorandum of understanding/contracts and background checks
• Knowledge of medical language for advising students on requirements and attesting compliance with sites
• Ability to handle confidential information with integrity and discretion and within FERPA and HIPPA guidelines.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.
• Ability to adhere to University policies and procedures.
• Valid U.S. Driver’s License.
• Should be committed to a culture of diversity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones’ own.
• General knowledge of the University’s mission, purpose, and goals and the role this position plays in achieving those goals.

Additional Information:

Commitment to Diversity, Equity, and Inclusion
Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.

Please see job description

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