Program Coordinator - Occupation Therapy

Primary role in supporting the Programs of Occupational Therapy (MSOT, PPOTD, OTD) in the Department of Occupational Therapy through the support of accreditation activities, student and faculty support, onboarding of students and new faculty, organizing and running student meetings, and data management of student records and accreditation documents. Also supports programmatic needs through daily administrative tasks.

Essential Functions:

Programmatic Duties:

Tracks & monitors program expenses and notify Chair when nearing budget

Program specific Space Coordination & Management (SIM Center)

Programmatic Event Coordination: admissions, new student orientation, on-campus intensives, matriculation, and graduation.

Support program quality improvement activities (admissions, registrar's office, Dean's Office)

Development of program surveys via Qualtrics

Programmatic Onboarding of New Faculty & Staff

Programmatic Student Coordination

Assists with marketing efforts through communication with the Admissions department, updating the program website, and coordinating social media

Coordinate Student Admission Interviews/ Events

Maintains current, organized files for prospective, admitted students, graduates, alumni

Uploading and maintaining admissions class roster and communication with PRISM (experiential learning software)

Manages program reports on Student Clearances and holds, reaching out to students to coordinate completion

Manages financial holds for students who have not paid their tuition - addressing reports and following up with students

Student Communication and Track Student Progression and Retention

Mid-term alert to students and policy reminders

Dismissal or Probation Letters at the end of the semester

Accreditation responsibilities (in conjunction with the PD/Chair)

Manages all data collection

Reviews and ensures accuracy of non-salary financial data based on expense tracking

Enters, organizes, and maintains accreditation materials under the instruction of the Program Director.

Coordination and scheduling of all on-site accreditation review schedules

Plans and coordinates all needs for site accreditation visits

Communicates program policy to students

Creates correspondence, reports, lecture materials, and other matters for the department/programs with direction from the Chair/ Program Directors or faculty

Coordinate tutoring schedules for Arlene Lorch and GRA tutors

Heliocampus course department mapping and updates in collaboration with the Program Director

Student Affairs Committee administrative support - centralized coordination of department

Manages new student Canvas page

Administrative Duties:

Management of chair calendar, schedule meetings prn

Departmental & Program meeting agenda and minutes

Tracking & ordering of inventory supplies/linens and equipment maintenance

Back up coverage for other Admins during ETO

Manages purchase requisition and reimbursement processes within the Department

Support faculty and students including (but not limited to):

Send out routine communications to faculty or students as needed

Problem-solve AV and IS&T issues

Organize semester books and coordinate with the bookstore

Room setups and assistance with lab practical coordination

Scheduling meetings and reserving rooms

Maintain student confidentiality and records

Maintain up an up-to-date list of active students for the chair

Maintain Alumni list

Classroom Logistics

Coordinates support for Innovations Lab and Jefferson Eldercare Trainings

Programmatic troubleshooting related to students, space and faculty

Qualifications

Minimum Education and Experience Requirements:

Education:

Bachelors preferred

AND

Experience:

Three to five years of experience programmatic support in the academic setting

Conditions of Employment

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson's clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Closing Statement

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 42,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top healthcare systems in the country and the largest provider in the Philadelphia area, serves patients through millions of encounters each year at 17 hospitals and more than 160 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.