What are the responsibilities and job description for the Manager, DOTE position at Western University of Health Sciences?
The primary role of this position is to assist the Chair of the Department of Occupational Therapy Education with matters pertinent to department operations, budget, and to carefully monitor information which can impact the strategic direction and vision of the department. In collaboration with the Department Chair and Faculty, assist in the strategic development, supervision, and human resources management of the administrative staff within the department of Occupational Therapy Education.
This position is directly responsible for facilitation of department operations, planning, and implementation of department goals and strategies. Additionally, supervision of department staff and student volunteers for proper completion of all department schedules, testing, grades, supervision of Lab maintenance, and communications with other campus offices.
Knowledge, Skills and Abilities
Individuals must possess the knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
1. Good computer skills necessary to set up document formats in Word, Excel, PowerPoint, and any other software programs required by the position.
2. Ability to maintain the department website and develop / maintain department social media accounts
3. Ability to make decisions and work with minimal supervision.
4. Experience with fax, copy machine, printer, and telephone operation.
5. Good verbal and written communication skills. Must be able to effectively interact with administration, faculty, staff, and other contacts.
6. Ability to communicate with others in person, via telephone, Internet/Intranet, and e-mail.
7. Ability to maintain confidentiality is essential.
Required Qualifications
1. Education: Any combination of education, training, or experience that provides the required knowledge, skills, and abilities. Bachelors’ Degree required, Master’s preferred.
2. Experience: 6 years administrative/secretarial experience. Experience with various computer software.
Preferred Qualifications List comments regarding work hours
M-F 8-5
Posting Date 08/27/2021 Closing Date Special Instructions to Applicants
Essential Job Duties
Job Duty
Assists, relieves, and protects the workload of the Chair. This includes development and implementation of a curriculum timeline of critical time periods and deadline dates; monitoring of secretarial workload; and decision making in work related areas when the chair is not available.
Develops and processes correspondence related to program activities. Assists the Chair with reports, meetings and general responsibilities related to the department; assists with updating accreditation information, processing and analyzing surveys.
Percentage Of Time
40
Job Duty
Under the direction of the Department Chair, oversees the creation, and planning with regards to strategic growth and vision.
Assist the Chair and the Director of Operations in the development and monitoring of fiscal transactions. Including generating check requisitions, material requisitions, purchase orders, budget transfers, cash transfers, credit card expense reports, and honorariums.
Assist the Director of Operations in creating and maintaining all contractual agreements between adjunct faculty and other visiting guests.
Percentage Of Time
30
Job Duty
Processes work order request from faculty and assigns to office staff as appropriate. Assists the Assistant Dean of Student Affairs and the Admissions Committee and the with interview activities.
Provides support by maintaining appointment calendar for the Chair. Sets up meetings and
maintains vacation and travel schedules. Updates and maintains department files.
Organizes and designs, and manages special projects, as assigned by the Chair of DOTE. Assists with preparation, planning, compilation, completion and submission of the accreditation and re-accreditation Self Study Reports as well as ongoing yearly accreditation activities.
Percentage Of Time
20
Job Duty
Attends and takes minutes at weekly faculty meetings. Oversees compilation of semester schedules.
Assists the Assistant Dean of Student Affairs/Director of Operations with preparation, planning, and attends department functions conferences, recruitment events, admissions interviews, and graduation activities; many of which occur on weekends and/or evenings.
Performs other duties as assigned.
Percentage Of Time
10
Physical Demands
Do the essential functions of this job require lifting?
No
If yes, list maximum weight and duration
Describe Work Environment
Physical Demands
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to use hands. The employee is regularly required to stand, walk, sit, talk or hear and occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. There are no special vision requirements for this job.
Work Environment
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties of the Office Coordinator are normally performed in a typical office setting. The employee in this job is occasionally exposed to fumes or airborne particles, and toxic or caustic chemicals. The noise level in this setting is usually moderate due to the proximity of office machines and office traffic.
Applicant Documents
Required Documents
Optional Documents
- Resume
- Supplemental Questionnaire for Applicant
- Cover Letter
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