Administrative Assistant Fieldwork

Posting Details

Position Information

Job Title Administrative Assistant Fieldwork
Campus Bangor
Posting Number 201100428
Full or Part Time Full-Time
Position End Date (if temporary)
Exempt/Non-Exempt Non-Exempt
Benefits Eligible Yes

Position Summary Information

Job Description Summary

The primary responsibility of the Administrative Assistant for Fieldwork is to receive and carry out direction of the Academic Fieldwork Coordinator in addressing the clinical requirements for OT students. Accordingly, this individual performs complex clerical work in a fast-paced, collaborative and demanding environment. The administrative assistant must be able to perform non-routine and difficult tasks with indirect supervision, must understand student issues and concerns, and must maintain confidentiality of student and departmental information. The administrative assistant must be able to work respectfully and successfully with a variety of people and all University constituent groups (faculty, departmental staff, students, university community and the public). Attention to detail, flexibility, and the ability to work under deadline are important.

Duties and Responsibilities

DUTIES AND RESPONSIBILITIES Essential functions include the following. Other duties may be assigned.
Receptionist Duties
1. Answer departmental telephone, forward calls or take messages as appropriate.
2. Answer faculty and student requests for information about fieldwork education policy and procedures as needed.
3. Notify students of fieldwork education compliance with scheduled tasks such as completion of site required forms and additional immunizations.
4. Serve as liaison with the clinical community and Husson University as directed by Academic Fieldwork Coordinator.

Organizational/Record Keeping
1. Assist in maintaining records of enrolled students and school-related materials, as needed
2. Monitor fieldwork education timelines (contracts, site placement packets, confirmation letters, reservation forms and others as directed), providing reminders to the Academic Fieldwork Coordinator, Fieldwork Site Coordinator, and students.
3. Monitor student compliance with health and safety requirements for clinical education.
4. Assist in compiling clinical education policies and procedures.
5. Manage a variety of documents (letters, fieldwork education policies and procedures, clinical contracts, reports) using filing systems as needed.
6. Assist in conducting, collecting and recording program outcomes assessment data.
7. Assist in maintaining student documents related to student progress, communication, performance during fieldwork in alignment with and as indicated by ACOTE accreditation standards.
8. Manage fieldwork education database by updating fieldwork sites, clinical instructors, contact information, fieldwork contracts, student-fieldwork placements, other forms as needed.
9. Monitor and regularly update contract agreements to assure responsibilities for both Husson University and FW site are clearly documented.
10. Assist in compiling and maintaining accreditation materials specific to fieldwork.

Department Support
1. Process individual and bulk mail as per department needs.
2. Manage photocopying and printing as required.
3. Assist in coordinating special events for the school of occupational therapy.
4. Order office, classroom supplies and printer paper for the department as needed.
5. Assist staff and faculty with other classroom duties.

1. Maintain appropriate professional presence.
2. Establish and maintain a supportive and professional relationship with students within the boundaries of fieldwork.
3. Establish and maintain specific office hours to clarify fieldwork policies and procedures, compliance with scheduled tasks needed for fieldwork placements and classes.

Education and Experience

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Education: Minimum of an Associate’s degree.

Experience: Minimum of three years of office administration, preferably in an academic setting.

The person in this position will be required to use standard office technology and equipment. The individual must have:
- Proficiency in all components of MS Office.
- Proficiency in Access and Excel
- Proficiency in Cloud databases (Google)
- Excellent verbal and written communication to facilitate tasks, and augment collaboration within the School and University community.
- Organizational skills to maintain the necessary records, perform tasks necessary to support the work of the Academic Fieldwork Coordinator, and interact with students as directed by the AFWC.
- Capacity to support the use of instructional technology

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel as well as talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk and may need to carry weight up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Posting Detail Information

EEO Statement
Close Date
Open Until Filled No
Special Instructions to Applicants
Quick Link to Posting

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. What technical experience/ability do you bring to this position

    (Open Ended Question)

  2. Do you have technology/ computer tech experience? Please explain your skills/ experiences.

    (Open Ended Question)

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents
  1. Other Document