| Position Summary | The Academic Administrative Assistant will provide support for two areas. The position will provide administrative support for the APSU Speech-Language and Swallowing Community Clinic by assisting the Program Director and the Clinical Education Coordinator. The primary responsibilities associated with this role are with the daily operation of the APSU Speech-Language and Swallowing Community Clinic. The position will also provide administrative support for the Department of Social Work and serve as assistant to the Chair of the Department.
It is predicted that the successful candidate will be located in the SLP Clinic on Monday, Wednesday and Friday and with the Department of Social Work on Tuesday and Thursday. Both of these are located on the APSU Main Campus.
Austin Peay State University is a four-year public, doctoral-level university, with six colleges and four Chairs of Excellence. The University has an enrollment of over 9,000 students and is located in Clarksville, Tennessee, a community of an estimated 166,000 people located approximately 40 miles northwest of Nashville, TN. |
| Primary Duties and Responsibilities | - Greet and assist visitors, answer incoming calls and emails, respond to inquiries or transfer calls to the appropriate person for both departments.
- Assist with scheduling SLP client appointments, appointment reminders, assigning treatment room and communicating changes in scheduling to students, faculty and clients.
- Process requisitions, payment authorizations, purchase supplies for the clinic, office, classrooms, labs/studio/building or other needs as arise in both departments. Complete SW textbook requisitions for the bookstore each semester.
- Process/complete payroll forms both paper & electronic, complete student hiring forms, temporary hiring documents, faculty hiring documents, and interview arrangements. Maintain files and records for each office complying with all federal regulations (HIPAA, FERPA, etc.)
- Process travel authorizations, travel claims, study abroad documents, purchase airline tickets, make hotel reservations, reserve cars, process conference registrations, request and distribute funds in advance for faculty, students, Director and Chair of both departments.
- Assist Social Work Chair with awards, scheduling student seminars, arranging for speakers, recruitment/alumni events and letters.
- Catalog course syllabi, student evaluations, work orders, key requests, swipe card access and locker/key assignments. Maintain a calendar for both departments. Help to prepare daily SLP clinic schedules and prepare and secure clinic.
- Ensure required reporting functions and documentation are completed and updated for new and returning SLP Clinic clients (e.g., intake, case study, permission to treat, plan of care).
- Provide support for office equipment. Maintain Social Work departmental web page. May be asked by Social Work Chair to assist faculty member assigned to oversee computer labs in the department.
- Assist both departments with data management for accreditation, student certification, and admissions. Prepares clock hour summaries for accreditation and certification reporting.
- Utilizing Social Work Chair guidelines, enter permits, assign advisors, workload (TLC) changes, class schedule entry, review and correct bulletins. Supervise and assign work to scholarship and work study students. May be asked to proctor a major field test or exam.
- Assist in monitoring budgets for both departments to include monthly reconciliation with Banner.
- Completion of various contracts and service agreements for Chair/Director of both departments.
- Operate various university platforms such as Elusion Banner, CALIPSO for CAA, VALT and Clinic Note.
- Perform other related duties as assigned
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| Knowledge, Skills, and Abilities | - Ability to efficiently operate a personal computer and associated software (Outlook, Word, Excel, etc.) and Elusion Banner.
- Ability to communicate effectively and appropriately.
- Ability to maintain confidentiality of records and information.
- Ability to interact in an effective and appropriate manner with diverse populations, the University community, and the public.
- Ability to detect and correct grammatical and spelling errors in written correspondence.
- Ability to handle multiple tasks simultaneously.
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