Occupational Therapy - Academic Department Assistant

As the second-largest Catholic university in New England, and one of the fastest-growing private doctoral institutions in the U.S., Sacred Heart University is a national leader in shaping higher education for the 21st century. SHU offers more than 100 undergraduate, graduate and doctoral programs on its Fairfield, Conn., campus. Sacred Heart also has a campus in Dingle, Ireland, and offers online programs. More than 10,000 students attend the University's eight colleges and schools: College of Arts & Sciences; School of Communication, Media & the Arts; School of Social Work; School of Computer Science & Engineering; College of Health Professions; the Isabelle Farrington College of Education & Human Development; the Jack Welch College of Business & Technology and the Dr. Susan L. Davis, R.N., & Richard J. Henley College of Nursing. Sacred Heart, a Laudato Si' campus, stands out from other Catholic institutions as it was established and led by laity. The contemporary Catholic university is rooted in the rich Catholic intellectual tradition and the liberal arts, and at the same time cultivates students to be forward thinkers who enact change-in their own lives, professions and in their communities. The Princeton Review includes SHU in its Best 390 Colleges: 2025 Edition, and Best Business Schools: 2024 Edition. Sacred Heart is home to the award-winning, NPR-affiliate station, WSHU Public Radio, a Division I athletics program, and an impressive performing arts program that includes choir, band, dance, and theatre.

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To apply

Only applications submitted through the official Careers at SHU site will be accepted for employment consideration. If you are viewing this job advertisement through a different site, please visit Careers at SHU to submit a formal application.

Qualified candidates are invited to submit a complete application and resume via our online application system. A cover letter or statement of interest is also preferred for all staff positions.

Sacred Heart University complies with all federal and state employment laws and regulations. Applicants must be lawfully authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa for this position.

Position Summary

Provides administrative support to the Program Director and coordinates the department's administrative support services, meeting the needs of faculty, students, and other support personnel. Functions as administrative support to the Department Chair/Program Director, Academic Fieldwork Coordinator, and the Occupational Therapy Program to assure compliance with demands of program operations, fieldwork coordination, ACOTE, SARA, program, and University requirements.

Principal Duties & Responsibilities

Manage administrative functions as assigned by the Program Director.

Maintain accurate and confidential records for students, admissions, accreditation, and program evaluation.

In collaboration with faculty, assist with creating, revising, and distributing the student manual and other program materials.

Support departmental planning and execution of orientations, pinning ceremony, and graduation events.

Engage with university marketing to maintain and update OT program materials, website, and social media accounts.

Develop and distribute promotional and recruitment materials to support program visibility and outreach.

Facilitate alumni engagement and communication through surveys and newsletters.

Support the program's admissions cycle by serving as a communications liaison between Program Director, the department admissions team, marketing, and prospective applicants.

Coordinate all aspects of new OT Graduate Program student on-boarding, including registration, required forms, fieldwork documentation, assignments, health records and requirements, run reports, and upload as appropriate in Perceptive Content.

Coordinate cohort trimester scheduling and registration, ensuring alignment with academic calendars, collaborating with admissions/semester coordinators, and resolving related issues promptly.

Create, monitor, and update yearly cohort distribution lists.

Support the Program Director and department faculty in creating reports and communications, such as the ACOTE annual report, department surveys, alumni engagement, etc.

Monitor all student outcomes and successes and track NBCOT results, monitor students' academic success, and support the PPC Committee and its actions.

Prepare and provide documentation for state licensure as requested by program graduates and NBCOT academic verification requests.

Review, maintain, and ensure timely updates of all Memos of Understanding (MOU) and site contracts.

Prepare new and revised MOUs/contracts for AFWC and Dean's review and obtain appropriate signatures.

Maintain the site OT and CHP contract SharePoint database.

Upload MOU/contracts in FW management software and regularly update contract files (software and paper as determined by AFWC).

Establish and ensure maintenance of regular and timely MOU/contract updates as per ACOTE and University requirements. Run reports on FW software and complete appropriate analytics as requested.

Support Fieldwork Coordinator with Level I and Level II FW (adding FW contacts, emails, site details into Exxat, monitoring midterms/finals and SharePoint site).

Interview, hire, and supervise Fieldwork Graduate Assistant.

Support Fieldwork Coordinator or graduate assistants' internet searches for state licensure and NBCOT sites to verify, print, and upload into Exxat, current fieldwork educator licenses and initial NBCOT certification. Immediately notify AFWC if licenses are not current or the NBCOT certification is not found.

Log and upload all ACOTE and Program evaluations, paperwork related to students' performance, and assessment of Level I and Level II FW to assure ACOTE and program compliance in fieldwork.

Assist the Fieldwork Coordinator to ensure all Level II evaluations are uploaded to Perceptive Content.

Support the Fieldwork Coordinator to assure student compliance with fieldwork readiness, program and University requirements, including managing Castlebranch/Exxat accounts for criminal background checks, health forms, drug testing of all OT students, health insurance, CPR certification, titers and immunizations, and other requirements as indicated.

Create a professional environment in which the MSOT program and FW objectives may be met, FERPA and HIPPA requirements are met, and collegiality with faculty, staff, and students is maintained.

Program evaluation

Run reports and analytics on fieldwork data as required for ACOTE reports and program evaluation.

Familiarize self in specialized knowledge regarding ACOTE program requirements and fieldwork compliance.

Coordinate and maintain faculty and adjunct files according to University and ACOTE requirements.

Become a highly skilled user of Exxat FW and other software as needed for FW and compliance.

Familiarize self with ACOTE's current standards.

Familiarize self with Program's objectives and program evaluation plan/strategies regarding fieldwork.

Familiarize self with SARA regulations.

Other duties as assigned. Knowledge, Skills, Abilities & Other Attributes

Possess 3-5 years of administrative experience, preferably in a fast-paced office environment.

Demonstrated excellence in written and verbal communication, including in-person, phone, and email interactions.

Proficient in Microsoft Office Suite, with advanced skills in Word and Excel.

Eager and able to learn fieldwork management software; experienced with CastleBranch and other relevant platforms preferred.

Highly organized with strong time management abilities and attention to detail.

Self-motivated, capable of managing multiple priorities and tasks independently.

Proven ability to meet deadlines, including projects requiring quick turnaround.

Proactive and assertive, with a strong sense of initiative and follow-through.

Maintains confidentiality, exercises sound judgment, and understands university protocols and operations.

Committed to becoming an expert user of the Exxat fieldwork software platform

Unusual Working Conditions

Occasional hours beyond typical day required (with advance notice).

This role requires excellent customer service skills and the ability to succeed in a fast-paced office environment with multiple competing tasks and demands.

This job posting provides an overview of the role's general nature and expected tasks. It is not meant to be a comprehensive list of all duties performed. The university reserves the right to modify or reassign job responsibilities at any time. This posting description does not constitute an employment contract, either explicit or implied.

Sacred Heart University is a space that respects and embraces differences, recognizes the unique contributions that individuals can make, and creates a community that maximizes the potential of all faculty and staff. As an equal opportunity employer, we encourage applications from qualified candidates who reflect the wider world in which we live.