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OTD Program Assistant

Apply now Job no: 492624
Work type: Full-Time, Hourly
Location: Marion, IN
Categories: Office/Clerical

Job Title: OTD Program Assistant

Reporting Relationship: Division Chair, OTD

Unit: National & Global

Department: SHS-OTD

Campus Location: Ott Hall of Sciences & Nursing

Summary of Position:    The Occupational Therapy Doctoral (OTD) Program Assistant will support the mission of Indiana Wesleyan University as a Christ-centered academic community committed to changing the world by developing students in character, scholarship, and leadership.

The OTD Program Assistant position is a full-time position responsible for administrative support of the Occupational Therapy Program and the OTD Faculty.

The OTD Program Assistant offers non-academic advising, encourages spiritual development, and provides life mentorship to students and OTD faculty.

Duties and Responsibilities

  • Assist in the annual configuration and maintenance of the Centralized Application Service (OTCAS) as guided
    • Prepare and support the interview process for potential students
    • Assist in the process of student admission review and enrollment
  • Assist in the process of student admission review and enrollment
    • Manage announcement letters including data entry and mailing
    • Confirm students’ transcripts qualify for pre-requisites
    • Work closely with Adult Enrollment Services for information exchange of incoming students
    • Facilitate course scheduling and enrollment to include managing faculty assignments and student registration, including reserving rooms for each course in the online reservation system 
  • Assist in the scheduling and execution of special student meetings, new student orientation 
  • Set up meetings as requested for faculty and administration 
  • Create and maintain organizational tools to map program processes and functionality, including calendars, exam schedules, and textbooks 
  • Assist in the planning, scheduling, and execution of Continuing Education programs for community partners while working with the university scheduling and conference services 
  • Create reports for annual review as guided by supervisor(s) 
  • Manage financial records including reconciling of PCards, reimbursements, adjunct pay, honorariums, global trips, and the purchasing of administration and instructional supplies, including ordering books and desk copies 
  • Global Trips: Participate in global trips as requested, including purchasing tickets, managing passports, working with risk management, and providing CLERY act information post global trip 
  • Answer general questions about the program via phone or email
  • Vet student questions for guidance and direction
  • Place work order requests on behalf of program faculty and for maintenance of facilities
  • Manage student workers 
  • Record accurate meeting minutes as needed 
  • Participate in SHS staff meetings 
  • Assist with technology needs as requested 
  • Compose and manage department mailings and manage acceptance letters
  • Schedule classrooms, labs, and conferences spaces as the needs of the OTD Program dictate 
  • Upload documents into the ACOTE accreditation portal as required and support any accreditation needs/reports and site visit logistics 
  • Arrange graduation banquet event, including purchasing white coats, awards, pins, gowns, and hoods while collaborating with OTD students and assisting with setup 
  • Communicate OTD Program information to students and others with the SHS 
  • Manage logistics for Faculty Retreat 
  • Update OTD Website, OTD Portal page, review information for course catalog, view book, and other marketing materials

Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.


  • Bachelor’s degree required


  • Administration assistant experience preferred

Required Skills

  • Demonstrates a mature personal faith in Jesus Christ and willingly embraces the theological and lifestyle commitments of The Wesleyan Church
  • Demonstrates an attitude of service to the School of Health Sciences, Indiana Wesleyan University, and the Marion community
  • Willingness to learn about the clinical education of Physical Therapy and Occupational Therapy in order to best serve students, clinical educators, and community partners
  • Skills in logical and critical thinking to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problem
  • Demonstrates flexibility and openness to change
  • Skills in interpreting and acting upon recommendations identified in supervisory meetings and annual review
  • Skills in the use of computers, Internet resources, MS Office, electronic survey tools, and openness to learning university data management systems
  • Skills in entry and maintenance of information in electronic database formats
  • Knowledge of Microsoft Word suite including intermediate to advanced skills in Word and Excel. Skills in Microsoft Access desired
  • Time Management – The ability to take on multiple tasks, manage time and deadlines efficiently to complete tasks
  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand
  • Written Expression - The ability to communicate information and ideas in writing so others will understand
  • Written Comprehension - The ability to read and understand information and ideas presented in writing
  • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong and to communicate issues appropriately to relevant stakeholders and supervisor
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events)
  • Ability to successfully interact with students, fieldwork educators, residency mentors, other educators, institutional representatives, and the general public in a professional manner
  • Ability to maintain confidentiality in oral and written communication
  • Interest and ability to work collaboratively in inter-professional educational and clinical settings


As a religious educational institution operating under the auspices of The Wesleyan Church, Indiana Wesleyan University is permitted and reserves the right to prefer employees on the basis of religion (42 U.S.C., Sections 2000e-1 and 2000e-2).

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.



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Applications close: US Eastern Daylight Time

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Indiana Wesleyan University is committed to equal opportunity in employment and education. Indiana Wesleyan University admits students and employees of any race, sex, color, national or ethnic origin, disability, age, service in the military, or any other status protected by law. These have access to all the rights, privileges, programs and activities generally made available to students or employees at the University. It does not discriminate on the basis of race, sex, color, national or ethnic origin, disability, or age, service in the military, or any other status protected by law, in the administration of its educational policies, scholarship and loan programs, athletic and other administered programs, and all phases of employment, including hiring, promotion, demotion, treatment during employment, rates of pay or other compensation, and termination of employment.