Midwestern University · 1 month ago
Sr. Administrative Assistant- AZ- Occupational Therapy
Glendale, AZ
Full-time
Onsite
Mid, Senior Level
3+ years expMidwestern University is a private, not-for-profit organization providing graduate and post-graduate education in health sciences. They are seeking a Senior Administrative Assistant to provide advanced administrative support for the Occupational Therapy Program, managing logistics, communication, and daily operations.
Higher Education
Responsibilities
Maintain the scheduling for the Simulation Center, exams, and classroom reservations
Coordinate quarterly academic schedules in collaboration with faculty and finalize room assignments
Submit and track work orders, access requests, and other campus service requests
Support coordination of the OT Catalog with the Program Director
Prepare, upload, and maintain official meeting notes (e.g., Faculty Meetings, Academic Review Committee)
Maintain shared files and program calendars for faculty and students
Assist with onboarding processes related to fieldwork, including organizing documentation, tracking student compliance with onboarding requirements, coordinating communication between students and the fieldwork office, and supporting administrative tasks associated with site readiness
Process access and permissions requests for systems and facilities as needed
Monitor quarterly textbook lists, textbook adoption forms, and course section information
Track and document course-related administrative submissions, including syllabi coordination with the library
Process expense reports and reimbursements for faculty and guest speakers
Prepare and route Letters of Agreement (LOAs) for adjuncts and guest speakers in accordance with university procedures
Coordinate purchasing requests through approved vendors (e.g., GOS, Amazon, specialized equipment orders)
Process honoraria payments and ensure timely submission of all related documentation
Schedule and coordinate admissions interviews and related applicant communications
Organize faculty participation in recruiting and admissions events
Support online recruitment sessions and maintain communication with prospective students
Serve as the first point of contact for student inquiries
Communicate program announcements and updates to OT I and OT II cohorts
Direct student concerns or requests to the Program Director or appropriate faculty member
Support faculty in managing work-study students and communicate with social media or marketing work-study assistants regarding program needs
Supporting student communication on various technology and media platforms
Coordinate logistics for OT Program events, including room setup, catering, materials, and communication
Collaborate on grant-funded or university-hosted events as needed (not the responsible party for full planning/execution)
Assist faculty with onboarding and oversight of work-study students
Provide guidance on timesheet submission and general work-study processes
Provide administrative support directly to the Program Director for scheduling, communication, and special projects
Assist with report preparation, data collection, and documentation required for program accreditation or university reporting
Maintain confidentiality and professionalism in handling sensitive program and student information
Qualification
Required
High school diploma or GED required
Minimum 3–5 years of administrative support experience, preferably in an academic or healthcare education environment
Strong interpersonal and communication skills with a customer service–oriented approach
Demonstrated ability to coordinate multiple priorities, meet deadlines, and work independently
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Ability to work in a constant state of alertness and safe manner
Regular, predictable, in-person attendance
Preferred
Bachelor's degree preferred
Experience with database management and learning management systems (e.g., Blackboard) preferred
Ability to learn and utilize internal university systems (Concur, CARS, etc.)
Benefits
Medical, dental, and vision insurance plans
Life insurance
Short/long term disability
Pet insurance
Flexible spending accounts including healthcare reimbursement and child/dependent care account
Competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days
403(b) retirement plan
Tuition reimbursement
Child care subsidy reimbursement program
Identity theft protection
Employee assistance program
Wellness facility on-site with a fully equipped fitness facility
Company
Midwestern University
Founded in 1900, Midwestern University is a not-for-profit graduate institution of higher education offering degrees in the health sciences on two campuses.
1001-5000 employees
H1B Sponsorship
Midwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (9)
2024 (8)
2023 (3)
2022 (12)
2021 (12)
2020 (5)
Funding
Current Stage
Late StageLeadership Team
Joshua Baker
Vice President and Chief Academic Officer for Optometry, Pharmacy and Veterinary Education
Kathleen Player
Chief Academic Officer and VP of Health Science Education and VP of Clinic Operations
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