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Administrative Specialist

Barry University

Barry University

Miami Shores, FL, USA
Posted on Thursday, June 6, 2024
The Administrative Specialist provides administrative and operational support to the program Leadership, Faculty, and the administrative team to help attain the educational objectives of the program. Oversees and/or performs a range of diverse administrative activities for the program. Serves as liaison to students, other departments, and external partners in the resolution of day-to-day activities. Coordinates and manages office operations. Supervises office personnel and assists with monitoring the use of resources and the implementation of strategic initiatives and projects as assigned by leadership.

Admissions and Recruitment Support

1. Monitors OTCAS (OT Centralized Application System) for Graduate programs applications including:

a. Collaborate with CHW Health Science Admissions Department, to ensure efficient communication with prospects and applicants.

b. Screen prospective student applications for admission

c. Verify accuracy of select application information.

d. Plan and Coordinate admission interviews.

2. Oversees official program communication regarding acceptance status

3. Collaborates with Leadership to ensure efficiency in the admission process.

4. Disburse information to prospective students and applicants.

5. Serves as the “first contact” for students considering OT as a career choice.

6. Participates in admission committee meetings.

7. Follows-up with students to verify any application issues, including discrepancies or missing information.

8.Oversees the OT Instagram Page for OT Program

9.Assists with coordination of OT Marketing Events to promote OT Program on and off campus, such as OT Month Booth in April.

Financial/ Resources Support

1. Manages the inventory of office, breakroom, and instructional supplies.

2. Creates, manage and process requisitions, purchase orders, receipts, honorariums and other expenses related to the program.

3. Initiates activity pay for adjunct faculty, consultant agreements for teaching/lab assistants, and/or overload for faculty each semester.

4. Assist Leadership with collecting and disseminating information for program, accreditation and grant reports (i.e., student Demographics, Learning Outcomes, productivity and others as needed)

Administrative Support

1. Initiates communication to OT students, and other Barry University Departments as requested.

2. Manages and Coordinates classroom and lab space for class weekends each semester and providing access to needed instructional equipment.

3. Coordinates with Public Safety, Housekeeping, Facilities Management, DoIT, and others for needed services and/or resources for program operation.

4. Manages the OT SharePoint site with program information and resources for faculty and staff to utilize.

5. Manages the OT 411 Canvas site with general program information

6. Coordinates the OT Program Orientation event including updates to Canvas.

7. Coordinates special program events (i.e., Symposium, Anointing of hands, socials)

8. Manages the distribution of mail, assisting with DoIT requests and Workday tasks.

9. Supervises clerical staff and Delegates projects and work tasks

Student Management

1. Assists leadership with support activities associated with students’ progression through the program.

2. Updates and maintains the accuracy of all student files throughout their tenure in the program.

3. Coordinates and manages student registration every semester

4. Disseminates information to newly admitted students regarding tuition, registration, and orientation schedule.

5. Oversees student applications for graduation

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.