Job Summary:

The Academic Program Specialist is responsible for providing administrative support to the Chair of the Department of Occupational Therapy, while also managing daily operations in the Department's front office; including managing the staff within the office setting.

Duties & Essential Job Functions:

1. Assists the Department Chair by providing administrative and regulatory support in the overall management of the Department.
2. Assists in developing, enacting, and enforcing all Department policies and procedures.
3. Provides administrative and fiscal support to all department faculty, including assistance with grant preparation, classroom and class scheduling, and meeting coordination.
4. Serves as department liaison between the Department Chair and internal and external constituents. Serves as staff delegate on Department Admissions Committee.
5. Coordinates and manages student course evaluations throughout the year, and disseminates data to faculty. Manages the annual student outcome assessment report (Program Evaluation) from information collected from students and faculty.
6. Creates and coordinates student course schedules on a semester basis. Collaborates with departmental staff to communicate regularly with students regarding keeping files and information up to date.
7. Assists department faculty and staff by coordinating hiring and attendance of required onboarding processes for newly hired employees and by serving as the approver and editor of all bi-weekly staff timesheets.
8. Prepares and processes all department payroll, financial, and hire documents using various TCU systems.
9. Coordinates all Department purchasing initiatives, and disseminates knowledge to faculty and staff regarding TCU Purchasing regulations.
10. Monitors and maintains program budget within the Department by gathering and submitting information, scheduling expenditures, reconciling accounts; facilitating purchases for the maintenance of operations; reading, routing and answering correspondence; collecting, maintaining and prioritizing information; communicating with Department Chair and other staff members regarding work flow.
11. Assists Department Chair with budget management by keeping & maintaining reports of various budgets, processing all invoices, coordinating purchases with Faculty, and handling problems as they arise according to TCU Policies. Makes recommendations to the Department Chair based on report findings.
12. Serves as lead coordinator in organizing department events including but not limited to: open houses, meetings, workshops, research lectures, and alumni receptions. Performs tasks such making guest travel arrangements, choosing menus or purchasing food, reserving facilities, maintaining event schedules & seating charts, ordering decorations, preparing agendas and programs.
13. Oversees and maintain department media, such as website content and designs for the annual Department Alumni Newsletter. Collaborates as co-editor for the Alumni Newsletter and other external department communications.
14. Supervises department staff (full time, part time, hourly). Completes annual reviews and serves as the main time sheet approver/editor for department staff.
15. Trains new staff on relevant TCU systems, disseminates knowledge and information, and supports professional development activity attendance.
16. Performs other related duties as assigned.

Required Education & Experience:

• Bachelors’ degree and 2 plus years’ program coordination experience.
OR
• High school diploma or GED and 6 plus years’ program coordination experience.

Preferred Education & Experience:

• Previous experience in a higher education setting
• Previous experience in Occupational Therapy

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• Adobe InDesign, Photoshop, Microsoft Excel, and/or Microsoft Word certifications.

Knowledge, Skills & Abilities:

• Knowledge of customer services techniques.
• Knowledge of strong people and organizational techniques.
• Knowledge of research techniques.
• Knowledge of interpersonal communication techniques.
• Knowledge of department specific computer software.
• Knowledge of curriculum and degree requirements.
• Knowledge of university programs.
• Skilled in some or all components of Microsoft Office.
• Ability to balance multiple projects simultaneously.
• Ability to assume administrative functions and make independent decisions regarding daily activities.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.