JOB TITLE: Administrative Assistant

EMPLOYER: Southern California University of Health Sciences

CAMPUS ADDRESS: 16200 Amber Valley Drive, Whittier, CA 90604

DEPARTMENT: Doctor of Occupational Therapy (OTD) Program

WORK LOCATION: Hybrid Remote


REPORTS TO: OTD Program Director


SUMMARY: This position is primarily responsible for administrative, assessment, and supportive tasks for the Doctor of Occupational Therapy (OTD) Program. This involves providing support to the Program Director, Faculty, Students, and Alumni.



  • Provide assistance to the Program Director, Faculty, Adjunct Faculty, Academic Fieldwork Coordinator, Capstone Coordinator, Clinical Coordinators, and Program Director.
  • Provide assistance to the Program Director.
  • Manage the calendar of the Program Director
  • Coordinate meetings between the Program Director, faculty, students, University personnel, vendors, etc.
  • Complete official documentation including placing Program Director’s signature and forwarding appropriately.
  • Assist the Program Director with preparation of program reports or documents such as course schedules, book lists, handbooks, etc.
  • Orchestrate the weekly OTD team meetings This includes the following:
  • Creation of Zoom links.
  • Creation of agenda.
  • Composition of meeting minutes.
  • Provide assistance to Faculty for the following:
  • Assists faculty with conference and travel arrangements.
  • Assists with coordination of student application review, interview process, scoring, etc.
  • Assist the Accreditation Steering Committee with accreditation efforts. This may include organizing meetings, taking minutes, creating documents.
  • Assist faculty with IT issues and coordinate resolution.
  • Coordinate faculty renewals and reimbursement. This includes licensure, (e.g, CBOT, AOTA)
  • Proctor clinical or didactic exams as needed.
  • Assist with Labs as appropriate.
  • This may include set-up, break down, coordinating the students, standardized patients, proctors, etc.
  • Provide assistance to the University for the following:
  • Collaborate with the President, Provost, Assistant Provosts, and other programs.
  • Organize meetings and webinars. This may include generating Zoom links, agendas, access, calendar invites, etc.
  • Participate in the planning and coordination of university events including graduation, pinning or white coat ceremony, townhall meetings.
  • Manage programmatic documents, supplies, and databases.
  • Maintain confidential records and files.
  • Assessment
  • Manage survey databases.
  • Assist with the generation of surveys.
  • Deploy surveys per the data collection timeline.
  • Assist with the organization of data.
  • Records and manages meeting minutes for the weekly team meeting, Accreditation Steering Committee meetings, Advisory Board meetings, and any other meetings deemed necessary to do so.
  • Orders all supplies for the Occupational Therapy Doctorate program.
  • Tracks all orders.
  • Organizes dissemination of items.
  • Monitors for accuracy and update portions of the academic catalog, website, faculty/staff email lists, and other publications.
  • Manages, updates, and provides instruction with certain databases such as OTCAS, ACOTE, Canvas, J1, Teams, MySCU, ExamSoft, Electronic Student Academic Records.
  • Manages AOTA memberships for all faculty.
  • Assist with the organization of the accreditation application.
  • Participate in all accreditation-related functions such as site visits.
  • Fiscal responsibilities
  • Assist the Program Director in organizing the budget.
  • Maintain records of invoices, receipts, and transactions.
  • Submit for appropriate reimbursement i.e. ASB funds, Concur, etc.
  • Mange the SCU Credit card account including receipts and payment.
  • Prepares Purchasing orders, check requests, correspondence and MOUs for the Occupational Therapy Doctorate (OTD) Program.



  • Member of the Student Progress Committee (*as assigned)
  • Attend weekly meetings
  • Provide an administrative perspective for students who are referred for either academic of professional reasons.
  • Participate in orientation and promoting the OTD program and the program’s admissions process.
  • Assists the Admissions and Clinical teams that all incoming students have proper immunizations.
  • OT Education verification form completion assistance to PD.
  • Processing of MOUs
  • MOU’s – Clinical/Didactic guest lectures
  • MOU’s-Adjunct Faculty
  • Assist AFWC/CC with MOU’s-Fieldwork and Capstone Sites
  • Parking and Live Scan reimbursement as relevant
  • OTD invoice requisitions sent to accounting
  • Proctoring
  • Assist proctoring when schedule permits.
  • Preparing and mailing any packages from campus.
  • Assist with pinning and/or graduation ceremonies, help with email notification and distributing to the students.
  • Reviewing of the OTD Fieldwork, Capstone and OTD Faculty Handbook for grammatical and page number edits
  • Learning new software, Exxat, Teams, Canvas, J1, VALT
  • Outlook – emails monitored daily with updates, responses, following up and capturing documents.
  • Stipend inquiries – follow up with finance liaison
  • Preceptor Vendor ID sheet log for accounting.
  • Attend all OTD faculty meeting and take minutes w/ edits and follow-up
  • Accreditation support i.e. ACOTE Provisional Monitoring report – print and organize binders and files, ACOTE –assist with printing transcripts for all cohorts.
  • Assist with purchasing requirements including obtaining vendor price quotes, requisitions for purchase, initiates and communicates with the purchasing department. 
  • Conducts monthly inventory of supplies and determines needs of the program.
  • Keeps detailed records of all items received and supply expiration dates for lab supplies.  Coordinates scheduling of the lab, supplies and standardized patients. 
  • Maintains safety log for lab and all personnel and student training, this includes maintenance and service logs for all trainers, manikins and lab supplies. 
  • Submits a monthly expenditure report to the program director. 
  • Maintains and oversees student records to ensure confidentiality and FERPA and accreditation compliance.
  • Coordinates scheduling of board meetings and program events, including all correspondence, event planning, and budget approvals.
  • Develops original drafts of emails, letters and promotional materials pertaining to programmatic events and announcements. 
  • Maintains various forms of data for the program and oversees data management of student progress and promotion, course and instructor evaluations, admissions coordination and clinical database maintenance. 
  • Attends or visits various events or meetings that involve keeping abreast of current issues and ongoing needs for programmatic support.  
  • Coordinates ACLS, BCLS, HIPAA and OSHA training for faculty and staff.  Coordinates all course and event evaluations and compiles reports on all data collected for review by the PD and program evaluation and accreditation committee. 
  • Accurately records all meeting minutes including: disseminating minutes to committee members for review and maintain all minutes in program records.
  • Other duties to support the program as assigned.


  • This job has no supervisory responsibilities.



  • General clerical experience required which must have been performed in a business type setting
  • Prior administrative experience in OT or similar education preferred
  • Computer skills required:
  • MS Office 365, MS Teams and SIS system
  • Other skills required:
    • Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customer, and the general public.
    • Ability to prioritize work, perform well under pressure and maintain productivity despite consistent interruptions.

Preferred Skills:  Proficient with all Microsoft Office Suite applications to include, Word, Excel, and Outlook.  Experience dealing with/handling unplanned interruptions and projects.  Skilled in being thorough and detailed.  Ability to communicate effectively with others to convey pertinent information in a timely manner.  Excellent organizational skills due to multiple assignments and fluctuation priorities.  



  • Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
  • Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
  • Change Management - Develops workable; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
  • Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Demonstrates attention to detail.
  • Managing People - Improves processes
  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  • Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
  • Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.



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

  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms.
  • The employee is occasionally required to stand, walk, sit, climb, balance, stoop, kneel, crouch, or crawl, and taste or smell.
  • The employee must frequently lift and /or move more than 10 pounds, occasionally lift and/or move up to 100 pounds.



Integrative Health: We teach, learn, collaborate, and lead by creating an open environment for multiple disciplines and professionals to bring their shared and unique skills together for the benefit of patients and students.


Evidence-based Practice: We value a culture of inquiry, assessment, research, scholarship, and judicious use of current best evidence to inform our decisions and work.


Health Equity: We value people equally. We strive to educate graduates that are prepared to improve individual and community health.


Inclusivity: We welcome everyone regardless of age, race, ethnicity, class, religion, gender, gender expression, sexual orientation, disability, or any other similar or protected status. We believe inclusivity leads to more diversity in our reasoning, better representativeness in our conclusions, more ingenuity in our problem solving, and greater equity in our care.

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