Coordinator, Administrative Affairs

The Coordinator for Administrative Affairs with the Doctor of Physical Therapy program has primary responsibility for providing administrative, programmatic and executive support for the Director of the Physical Therapy and Physician Assistant programs. The position requires a demonstrated ability to work independently and professionally with minimal supervision. The incumbent analyzes and responds to administrative matters within established parameters, interacts and maintains a liaison relationship to facilitate unit objectives and provides problem-solving assistance.
Applicants for this position will be experienced, results-oriented service professionals who can skillfully create and maintain positive professional relationships. Qualified applicants will be effective at working closely with executives to initiate, build, and sustain relationships that provide significant value to the professional programs.

May be required to work weekend and evening hours, when necessary.

Outstanding UA benefits include health, dental, and vision
insurance plans; life insurance and disability programs; paid
vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for
the employee and qualified family members; retirement plans;
access to UA recreation and cultural activities; and more!

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• Manage/coordinate complex projects and provide high-level support to the executive(s).
• Carefully facilitate and coordinate requests of the executive's time - oversee their calendars/schedules.
• Coordinate all travel arrangements for the executive teams while working to ensure best practices are followed for timely reimbursements.
• Assist with business transactions through the UAccess systems, including but not limited to, time and labor process, procurement of supplies and PCard purchases.
• Coordinate complex scheduling to accommodate large events.
• Ensure the timely and accurate flow of information of all types (correspondence, forums, speeches, conferences, retreats, etc.).
• Coordinate correspondence tracking, research, retrieval and dissemination to the Director and team.
• Manage/coordinate complex projects and provide high-level support to the Director and team.
• Assist in the day-to-day management of events/activities/initiatives/requested services related to advancing the Program and recruitment/onboarding of faculty and staff.
• Coordinate events/activities/initiatives/requested services on behalf of the Director(s) working with leadership, departmental contacts and support staff as necessary.
• Plan the logistics for Program events/activities/initiatives/requested services including but not limited to schedules, space reservations, food service, audio-visual, technical, and other needs as requested; assists with set-up, event coordination and clean-up; facilitates operations and responds to emergencies or problems; ensures all aspects of events are implemented and controlled according to plans.
• Orient new faculty and staff by providing them with an overview of the Program environment and the information necessary to begin their new role ensuring a smooth transition and a welcoming experience.
• Communicate events/activities/initiatives/requested services information to participants in a warm, welcoming and professional manner regarding meetings and events, R.S.V.P.s and reimbursement mechanisms.
• Follow-up with VIPs to ensure all needs are met in an expeditious and welcoming atmosphere; maintains contact with VIPs/executives/guests via telephone, email and written correspondence.
• Participate in staff meetings, training and professional development activities and other events as required.
• Represent the Program(s) in public relations/liaison capacity on matters relating to events and other Program venues.
• Need to be able to lift 50 pounds.
• Other duties as assigned.

Accreditation Preparation and Management:

• Peparation of documentation and evidence required for accreditation reviews; Coordinate with faculty and staff to ensure that all required materials and data are accurate and submitted on time; Maintain a calendar of accreditation-related deadlines and ensure timely compliance.

Documentation and Record-Keeping:

• Maintain accurate and up-to-date records related to accreditation and program evaluation.
• Ensure that all documentation is easily accessible and organized for accreditation reviews.

Report Preparation:

• Draft and review accreditation self-study reports, progress reports, and other required documents.
  
  

Knowledge, Skills, and Abilities (KSAs):

• Excellent people skills.
• Ability to work independently in a team environment.
• Ability to appropriately deal with highly sensitive and confidential information.
• Excellent computer skills in Microsoft Office Suite, Word, Excel, PowerPoint, Outlook.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three (3) years of relevant work experience, or equivalent combination of education and work experience.

• Progressively responsible administrative/coordination experience.
• Public relations and positive resolution of issues.
• Attention to detail.
• Basic IT troubleshooting experience.