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Job ID: 208751

Administrative Assistant, Experiential Learning - Occupational Therapy
Tufts University

Date Posted Apr. 10, 2023
Title Administrative Assistant, Experiential Learning - Occupational Therapy
University Tufts University
Medford, MA, United States
Department Department of Occupational Therapy
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
    Classified Staff
  • Administrative Support/Services


Tufts University Department of Occupational Therapy is one of the country's top-ranked programs. Through our education, research, and practice, we promote individuals, communities and populations with diverse needs and experiences being able to participate in meaningful activity that supports their achieving health and well-being. The department currently offers 3 levels of occupational therapy degrees: a post-baccalaureate entry-level doctoral degree, a post-professional master's degree, and a post-professional doctoral degree.  As part of occupational therapy’s degree requirements, students must successfully complete several service learning, fieldwork, and doctoral capstone clinical placements. Tufts’ experiential learning team, led by the Academic Fieldwork Coordinator (AFC), Doctoral Experience Capstone (DEC) Coordinator, and Level I Fieldwork Coordinator, arrange clinical placements in collaboration with students and educators/site coordinators from contractually affiliated sites and through coordinated simulation experiences. The Occupational Therapy department affiliates with more than 350 facilities & networks nationwide and maintains necessary legal agreements accordingly. These affiliates are utilized for approximately 75-100 Level II fieldwork placements, 35 DEC placements, and 150-200 Level I fieldwork placements per year (in-person and coordinated simulation). Additionally, approximately 100 service-learning placements are secured for students over the course of their academic preparation (2 years).

What You'll Do

The Occupational Therapy Experiential Learning office is a collaborative work environment that values and relies on teamwork and communication for effective departmental operations and is seeking an Administrative Assistant. This role will provide advanced administrative support and communications for the Experiential Learning office. The Administrative Assistant will handle the below duties:

  • Assist the Academic Fieldwork Coordinator (AFC), DEC Coordinator, and Level I Fieldwork Coordinator with securing clinical placements (see department summary)
  • Manage required site documentation (including legal agreements and other accreditation required documentation)
  • Coordinate student required onboarding documentation for clinical placements
  • Distribute and track required documentation during student clinical placements
  • Triage & resolve unanticipated issues and logistics before, during, and after student placements
  • Handle complex and confidential information and serve in a highly visible capacity as resource for department with students, staff, faculty, and other constituents
  • Oversee use of several digital platforms for automation and information technology to track and organize experiential learning site and student specific requirements and documentation, including recommending changes or enhancements
  • Assist and support student and alumni licensure and national certification processes at the state and national level
  • May oversee student workers within the Experiential Learning office, as delegated by manager
  • Provide guidance and explanation to students and other constituents of departmental policies and procedures and will communicate on behalf of manager to explain or disseminate information
  • May also coordinate programs and/or projects for department as needed.

What We're Looking For

Basic Requirements:

  • Knowledge and skills as typically acquired by a high school diploma/GED and 5+ years of administrative experience OR a Bachelor's degree and 3+ years of experience
  • Advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge
  • Familiarity with Qualtrics survey software and ability to utilize other web-based technology
  • Flexibility and excellent organizational, time management, communication, and interpersonal skills


Special Work Schedule Requirements:

This is an in person position, expected to be on campus 5 days a week with an opportunity for a remote day as needed.


This position’s work directly impacts the perception and reputation of the University from the perspective of University staff and faculty, students, alumni, state agencies, accreditation boards, and experiential learning affiliates, and thereby directly impacts future departmental efficacy for experiential office and curricular functions. Schedule may require occasional evening hours to arrange meetings or phone conferences with students on full-time internships, when supporting students in pursuit of state licensure or national certification.

Pay Range

Minimum $25.80, Midpoint $30.95, Maximum $36.10

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.

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