Employment Opportunities

Position:
Office Administrator
Department:
Physical Therapy
Date Posted:
09/10/2021
Closing Date:
Open Until filled

Description

Incumbent is responsible for providing assistance to the department Chairperson. Inclusive are special assigned projects associated with the physical therapy facility and program accreditation process. This incumbent will be assigned management responsibilities associated with office procedures and clerical duties. Incumbent will research and compile clinic and student data, develop reports, and assist in coordinating the planning activities for the students and student training sites. Other responsibilities include keeping budget-updated records of expenditures and budget balance for grants and departmental accounts and assist the Physical Therapy Department Chairperson with clerical and administrative support.

Duties and Responsibilities

1. Assists in coordinating planning activities within the Department, including the development of long-rangeadministrative plans.

2. Directs, organizes, and evaluates functions of assigned administrative task, interprets Hampton University andPhysical Therapy policies and objectives per policy manuals.

3.Assists in preparation of budgets.

4.Ability to communicate orally and in written form, maintain good relations with co-workers and other departments.

5. Is responsible for initiating and coordinating the office administrative functions required in effective implementation of administrative policies of the department.

6. Coordinates the activities of and provides office administrative service to, university committees.

7.Interprets, administers, and assists in formulating staff policies.

8.Research and compile data for reports, develop reports, complete special projects, and assist in coordinating the planning activities for the students and student training sites.

9.Performs typing and transcription duties as required.

10. Establishes procedures that implement operational and/or fiscal policies.

11. Compiles data based on research techniques and on statistical compilations involving an understanding of operating unit programs, policies, and procedures as delegated by the department chairperson.

12. Drafts financial, statistical, narrative, and/or other reports as requested. Assists faculty in day-to-day activities.

13.Monitor the departmental list on clinics, students and vendors on a regular basis.

14.Orders office supplies through Central Purchasing.

15.Maintains records on all Physical Therapy personnel and students.

16.Responsible for reporting maintenance problems to building management.

17. Coordinates travel arrangements for Chair and other faculty.

18. Schedules appointments for department chair.

19.Handle calls for Chair and re-routes them to other personnel as needed.

20.Coordinates staff meetings and maintains conference room meeting schedule.

21.Process incoming invoices and forwards to Business Office.

22.Forwards invoices and purchase orders to the proper departments.

23.Processes department purchase orders.

24.Schedules personnel for approved travel on airlines: railway and other transportation

25.Prepares travel kit for new faculty expected to travel for the University.

26. Makes hotel/motel and automobile rental reservations in the most economical manner available.

27. Has primary responsibility for generic interoffice services. such as correspondence and purchasing requisitions.

28.Supervises receptionist student aides and other administrative support.

29.Ensures accuracy and timeliness of department budgets, expense forecasts, and expenditures within authorized funding and resources.

30.Develops and implements methods, procedures, and workflow efficiencies to achievequality and productivity improvement goals.

Qualifications

The ideal candidate has exceptional knowledge of major business concepts, office practices and procedures, medical and physical therapy terminology, basic accounting, and university & departmental rules and regulations. The candidate is well-organized with office administrative typing and word processing skills including Microsoft Word, PowerPoint, and Excel, and a pleasant, friendly, and persuasive telephone manner.

  • Ability to meet public and to deal effectively with their questions or problems.

  • Ability to accurately comprehend and transcribe difficult dictation.

  • Ability to understand and obtain current information on budget funds.

  • Ability to type difficult rough drafts and transcription.

  • Training as an administrative assistant, office administrator, and/or similar experience is essential.

  • Ability to manage an office and establish office procedures.

  • Ability to type 50 wpm or more.

  • Effective and efficient use of Microsoft Office.

  • Experience with a calculator, copier, fax and computer installation is required

  • Ability to work with limited supervision after acquiring academic facility training.

How to Apply

Please submit a cover letter, resume, and a completed Application for Educational Support Staff Employment either via email at HROffice@hamptonu.edu or fax to (757) 727-5969:

Office of Human Resources

Hampton University

Hampton, VA 23668

**No phone calls

**Incomplete applications will not be considered

**As a condition of employment, Hampton University requires all employees to be vaccinated against COVID-19, unless you submit and are approved for a medically contraindicated exemption or religious exemption.

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