Administrative Assistant II

Position Summary:

This part time administrative assistant III position provides administrative support for the Doctor of Physical Therapy and Doctor of Occupational Therapy Programs in Phoenix, Arizona. This position specifically supports the Physical Therapy Department Chair, the Occupational Therapy Pathway Coordinator, the Physical Therapy Director of Clinical Education, and the program faculty. This role will assist with orientation and on boarding; organize, coordinates, plans, and supports department operations; obtains equipment, services, and supplies needed by the departments; and assists with special events. Other duties include overseeing p-card purchasing; scheduling appointments, meetings, conferences, events, and travel; attending department and committee meetings and taking meeting minutes; and assisting with accreditation documents. Additional duties include (but are not limited to) managing faculty database, updating rosters, preparing special reports and correspondence. Other duties as assigned.

Education & Experience:

• High school diploma or equivalent required.
• Associate or Bachelor's degree preferred.
• 6 years' administrative and/or office management experience.
• Proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, and Outlook

Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures/processes.
• Ability to communicate effectively (verbal and written);
• Customer service focus including the ability to assess inquiries and provide appropriate information or resolution using judgment and available resources, and proven ability to maintain confidentiality.
• Ability to coordinate and prioritize work with multiple and conflicting demands in a deadline-oriented environment.
• Ability to be collaborative and work in a team environment.
• Demonstrate professionalism.
• Must be dependable/accountable
• Organizational, time management, and project management skills/experience.
• Able to work with people at all levels.
• Self-starter.

Required Licenses/Certifications:

N/A

Essential Functions:

• Provides clerical/administrative support for the Occupational Therapy program.
• Composes and prepares a variety of information including memos, letters, agendas and reports.
• Assist with orientation and on boarding.
• Organizes, coordinates, plans, and supports department operations.
• Obtains equipment, services, and supplies needed by the departments to include lab supplies, assist with Quartzy equipment and supply inventory system.
• Assists with event planning and special events.
• Reserves rooms through 25Live and coordinates catering and food orders.
• Manages Outlook calendar, schedules meetings, conferences, and events, prepares minutes, and makes travel arrangements.
• Provides document assistance (certificates, laminating, printing, assemble packages etc), distributes parking passes, orders business cards, name badges, and lab coats for faculty.
• Prints and posts orders.
• Assists with accreditation documents.
• Order Creighton branded items, orders textbooks for faculty as needed, maintains 2nd floor locker assignments for PT/OT students.
• Coordinates with appropriate Omaha counterparts and other campus programs.
• Assists with P cards and other invoice and reimbursement tasks.
• Provides clerical/administrative support for the Physical Therapy program.
• Composes and prepares a variety of information including memos, letters, agendas and reports.
• Assist with orientation and on boarding.
• Organizes, coordinates, plans, and supports department operations.
• Obtains equipment, services, and supplies needed by the departments to include lab supplies, assist with Quartzy equipment and supply inventory system.
• Assists with event planning and special events.
• Reserves rooms through 25Live and coordinates catering and food orders.
• Manages Outlook calendar, schedules meetings, conferences, and events, prepares minutes, and makes travel arrangements.
• Provides document assistance (certificates, laminating, printing, assemble packages etc), distributes parking passes, orders business cards, name badges, and lab coats for faculty.
• Prints and posts orders.
• Adds announcements to Blueline PT Department news.
• Assists with accreditation documents.
• Order Creighton branded items, orders textbooks for faculty as needed, maintains 2nd floor locker assignments for PT/OT students.
• Coordinates with appropriate Omaha counterparts and other campus programs.
• Assists with P cards and other invoice and reimbursement tasks.