Sutter Health SMU-Physical Therapy-Administrative Assistant IV (Oakland Campus) in Oakland, California

Position Overview:

Job Summary:

The primary responsibilities of this position is to provide administrative support for and to manage the daily activities of the Doctor of Physical Therapy program. This includes anticipating needs, carrying out policies, and implementing decisions of the department administration. As such, ensures that accurate, professional, timely, and excellent services are provided to students, faculty, the University community, and to the external professional and lay communities. The DPT Administrative Assistant supervises work-study student(s) and provides critical managerial and administrative support for the Department with the primary reporting responsibility to the Administrative Coordinator. The Administrative Assistant acts with discretion, independence and authority to meet the needs of the Department and its external constituents.

Job Duties and Accountabilities

An asterisk (*) denotes an “essential job function” for ADA purposes. Duties other than those described below may be assigned as needed.

Project Coordination - 20%

Is responsible for managing, organizing, and delivering the Department’s events and special projects, such as student orientation, capstone project presentation day, white coat ceremony, career fair, alumni events, sponsored continuing education events for the physical therapy community, and graduation events.

Responsibilities include, but are not limited to:

  • Coordinating with the Administrative Coordinator to assure the goals of the project are met

  • Collaborates with Department Faculty members and University Departments involved in the project to assure the project is successfully delivered

  • Works with outside parties, including vendors, in obtaining competitive bids, arranging catering, and negotiating contracts for approval

  • Produces all necessary electronic and published materials for the project (such as promotional materials, programs, information packets)

  • Communicates with all external stakeholders involved in these events (including employers and clinicians)

  • Reviews and negotiates contracts with outside providers

  • Completes other necessary external administrative services and forms, such as applications for continuing education credit

Academic Support - 20%

Supports the Chair, Administrative Coordinator, students, and faculty in the academic enterprise of the Department and coordinates with other University Departments to assure the Department’s academic program needs are met.

Responsibilities include, but are not limited to:

  • Maintains accurate master class schedules and weekly class schedules.

  • Completes course, classroom, and semester exam/assignment schedules by collaborating with the Department Chair and Faculty members

  • Assists faculty members in uploading information on the University’s learning management system

  • Manages all exam materials for student review while assuring exam security

  • Maintains confidential internal student advisement records

  • Develops and maintains current and historic databases on student status in the DPT program, including performance, retention and progression and develops reports as requested based on those data

  • Proctors exams and scores exams using Scantron

  • Assures teaching materials are available for faculty members and students, including course materials, textbooks, faculty teaching guides, and teaching supplies and equipment

  • Assists with orientation of students and faculty of the DPT program

  • Coordinates the yearly clean-up of the PT laboratory and storage areas; Assists faculty members with subject/participant recruitment for research projects

  • Coordinates the necessary activities associated with obtaining and supporting guest lecturers, classroom demonstration “patients”, clinic “patients”, and contracted people for examinations, including preparing contracts, parking, and scheduling

Budget and Financial Management - 20%

Collaborates with the Department Chair and Administrative Coordinator in development of operating, capital and grant budgets and the ongoing monitoring and management of expenditures in those budgets.

Responsibilities include, but are not limited to:

  • Process requests for reimbursement and purchase orders in a timely, accurate, and efficient manner

  • Is responsible for monitoring expenditures in all operating, capital and grant budgets for accuracy and variances and informing the Department Chair when there are actual or possible variances in those budgets

  • Is responsible for assuring expenditures for the Department’s administrative functions are within budgeted levels, e.g. office supplies, telephone, travel, food/dietary, and takes corrective action when necessary

  • Coordinates with University and Sutter Departments to complete all purchasing requests, contracts, and check requests

  • Monitors individual work-study payroll accrual and department work-study expenditures

Communication - 20%

Is the initial contact person and functions as a liaison with the students, faculty members, alumni, physical therapy professional community, and all other external communities who conduct business with the Department.

Responsibilities include, but are not limited to:

  • Triages questions, calls and concerns from students, faculty members and outside publics

  • Uses initiative and independent judgment to manage and resolve problems, issues, concerns and complaints that may be brought forward from these parties and refer these issues to the appropriate person for resolution, when necessary

Department Operations - 20%

  • Has responsibility for defined Department operations that assure the Department is able to meet its internal and external obligations and serve its function to the University.

Responsibilities include, but are not limited to:

  • Ordering and maintaining an inventory of office supplies, clinical laboratory supplies, and research supplies

  • Assuring office equipment is maintained and is operational

  • Assuring major clinical laboratory and research equipment is operational, meets safety requirements, and is adequately maintained; arranges repairs when necessary

  • Submits and monitors requests for repair and maintenance of office and laboratory equipment

  • Prepares faculty instructional assignments as delegated

  • Maintains faculty records, including curriculum vitae and research history

  • Works with the University Departments to recruit and hire work study students, trains those students, delegates work to those students and supervises the work of those students


Skills and Abilities:

  • Must be a highly functional and informed person who is courteous, a sincere listener, a good communicator, and capable of establishing a positive and supportive rapport with students, faculty, and external parties

  • Must be a resourceful problem-solver and work well as a team player

  • Must be able to function in an environment where multiple priorities have to be handled simultaneously and/or where priorities change frequently

  • Must have keen judgment skills and be able to independently manage and resolve student and faculty issues, concerns, and complaints in an effective and timely manner, and determine when those issues must be referred to the Administrative Coordinator and/or Department Chair

  • Must have extensive computer experience and competency in the use of Microsoft Office Programs (Outlook, Word, Excel, PowerPoint, etc.); must be able to create and produce spreadsheets, databases, PowerPoint presentations, mail merge documents, and conduct internet searches, etc.

  • Ability to read and follow through with written and verbal instructions

  • Able to organize and communicate thoughts, speak effectively with faculty and staff members, students and all other internal and external contacts

  • Ability to handle privileged information in a confidential manner

  • Ability to concentrate and effectively pay attention to minute details for extended periods of time in order to produce reports, studies, etc.

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals and percentages

  • Ability to handle one’s self in a professional manner, including appropriate professional attire

Education and/or Experience:

  • Associate Arts degree is required. A baccalaureate degree is strongly preferred

  • Evidence of training in business skills

  • Understand the student experience on a university/college campus either through enrollment as a college student, or prior experience working on a university or college campus

  • Three to five years of experience in a high-level Administrative Assistant position or a comparable position

Physical Requirements:

  • Able to lift, bend and flex the upper body

  • Able to be sedentary for extended periods of time

  • Able to go back and forth across campus and up and down the stairs several times per day

  • Hand and finger dexterity for computer, calculator, copy machine and telephone use

  • Able to receive detailed information through verbal and written communication and read and write complex documents

  • Able to lift up to 30 pounds and push and pull carts

The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.

Organization: Samuel Merritt University

Employee Status: Regular

Employee Referral Bonus: No

Benefits: Yes

Position Status: Non-Exempt

Union: No

Job Shift: Day

Shift Hours: 8 Hour Shift

Days of the Week Scheduled: Monday-Friday

Weekend Requirements: None

Schedule: Full Time

Hrs Per 2wk Pay Period: 80

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.