Administrative Assistant and Admissions Counselor

DEPARTMENT: Doctor of Physical Therapy Program

SUPERVISED BY: DPT Program Director 

FLSA STATUS:  Exempt 

EMPLOYMENT STATUS: Full-time   

POSITION DESCRIPTION: 

The Administrative Assistant & Admission Counselor will provide clerical and administrative support to the Program Director and all Program Faculty.  This will include assisting the Program Director with managing the operating budget, processing orders, and monitoring inventory needs, as well as keeping records and data related to accreditation body requirements and accreditation processes.  They will support Program Faculty, Program Director and DPT students with administrative support as needed.  In addition to these administrative assistant duties, as the Admissions Counselor, in conjunction with the Program Admissions Committee Chair, they will coordinate the admissions process for the program (including all records, admissions cycle updates, and offers) and maintain program social media platforms. 

RESPONSIBILITIES/DUTIES:

• Provide clerical support to the DPT program faculty 
• Reconciliation of program budget expenditures 
• Maintain electronic and paper filing system of accreditation related information 
• Assist with accreditation document preparation 
• Order Program supplies and equipment 
• Submit orders through the Oracle System 
• Schedule regular program meetings including program, Academic Progress, annual faculty retreat, Program Advisory, interview day and other necessary meetings
• Attend and maintain minutes of all program meetings   
• Perform other duties as assigned 
• Review faculty professional development reimbursements and track individual allotted funds for the year
• Make grade sheets, per term and send any correspondence on behalf of the program Academic Progress Committee
• Assist with DPT website updates as necessary
• Update and plan all social media communications via program Instagram and Facebook accounts
• Work collaboratively with the Marketing team to support program promotion, outreach, and public engagement
• Collaborate with the Program Director, Director of Clinical Education, Admissions Committee Chair, and other Faculty as appropriate to plan and hold any virtual program information sessions
• Communicate and maintain correspondence to all potential applicants through PTCAS and any inquiries to the program email
• Review all verified applicants in PTCAS and ensure that each candidate meets program prerequisites for interview and entry 
• Send interview invitations to potential students following the program admissions policy and assign faculty members for interview process accordingly 
• Create and send offer letter and acceptance form through PTCAS after selections from admissions committee 
• Enter and maintain Slate records for admissions
• Monitor deposit activity and update Slate and PTCAS as necessary
• Track all outstanding prerequisites of incoming cohort, as listed in offer letters, including transcripts and observation hours, upload to Slate as necessary, ensure completion before the start of the fall semester
• Update orientation course for incoming cohort and add students as deposited 
• Assist incoming cohort with any questions pertaining to program 
• Assist Director of Clinical Education and Clinical Education Coordinator on clinical education contract acquisition and management of contracts
• Serve as liaison between potential clinical education sites and SHU legal counsel for new and existing clinical education contracts 
• Maintain Exxat records for clinical education contracts, current liability insurance, clinical locations, and clinical instructors
• Make CI certificates after each CE cycle is finished and send out
• Make all HIPPA and Infection Control certificates yearly for each cohort and send out
• Make CEU certificates and distribute  as needed
• Assist in updating site information in preparation for March mailer process with DCE and CEC 
• Plan functions of the DPT program such as the welcome back luncheon, Halloween party, Program Advisory Committee meeting, white coat ceremony, graduation celebration, capstone presentations, faculty retreat, and others as needed
• Assist in planning of local and international service-based mission trips, including coordinating with the business office, DPT club, and vendors
• Make maintenance/custodial requests as necessary 
• Assist with update of Program handbooks on a yearly basis and ensure proper formatting and links to website

REQUIRED QUALIFICATIONS:

• A minimum of 5 years of work experience in related area or an Associate’s degree with secretarial and computer skills 
• Ability to work a consistent schedule 
• Strong clerical skills (telephone work, filing, copies, scheduling, word processing) 
• Proficient use of the following computer software applications: 
  • Internet and email 
  • Microsoft Word 
  • Microsoft Excel with formatting skills 
  • Microsoft PowerPoint 
  • Adobe Acrobat
  • Google Suite 
• Potential for proficient use of Exxat clinical education and curriculum management software, PTCAS and Webadmit admissions programs 
• Strong oral and written communication skills 
• Strong organizational skills 
• Flexibility in performing day to day assignments 
• Ability to prioritize workload and meet deadlines 
• Ability to work independently and with faculty and students 
• Ability to establish and maintain effective working relationships with all DPT faculty, staff, students, other personnel, and vendors 
• Ability to clearly describe all aspects of the DPT program 
• Ability to assist faculty with program meeting and appointment scheduling 

PREFERRED QUALIFICATIONS:

• Prior experience with the Oracle platform
• Prior experience with Exxat software
• Prior experience with centralized applications system (CAS) platform
• Familiarity with following accreditation guidelines 

Required applicant materials include: Resume, Cover Letter and Reference List.  Review of applications will continue until the position is filled.  Applications received by October 15, 2026 will receive priority consideration.  All finalists will be required to submit a reflection statement to Seton Hill’s Mission.