Department Coordinator, Doctor of Physical Therapy Program Job at University of Rochester (Rochester)

Job Description

The Department Coordinator provides comprehensive administrative, operational, and academic support to the Doctor of Physical Therapy (DPT) Program within the School of Nursing. This position plays a vital role in supporting program development, accreditation readiness, faculty coordination, student operations, and day-to-day management of the DPT program office. Working collaboratively with the Program Director, faculty, and Education administrative team, the Coordinator ensures efficient program operations and compliance with School, University, and accreditation policies and procedures.

Job Responsibility

Serve as the primary administrative contact for the DPT program, supporting the Program Director, faculty, and students
Manage day-to-day office operations, including scheduling meetings, maintaining calendars, processing reimbursements, ordering supplies, managing travel arrangements and reimbursement, and handling correspondence
Coordinate logistics for program-related events such as orientation, advising sessions, and capstone presentations
Maintain confidential student and faculty records in compliance with FERPA and institutional policies
Assist with purchasing and financial tracking in collaboration with the Education Finance team
Maintain DPT portions of student and faculty handbooks
Support the Program Director and faculty in collecting, organizing, and maintaining documentation for accreditation (CAPTE) and internal review processes
Track key program data related to enrollment, outcomes, and assessment
assist in preparing annual and accreditation reports
Ensure all program processes, forms, and records meet compliance and institutional standards
Provide administrative support to faculty for course management, syllabi submissions, evaluations, and grade entry
Coordinate textbook orders, course materials, and classroom technology needs
Manage communication with adjunct and clinical faculty
assist with onboarding, credentialing, and payment processing
Support meeting preparation, minutes, and follow-up actions for DPT faculty and committee meetings
Serve as a point of contact for current and prospective students, responding to inquiries about program requirements, deadlines, and resources
Coordinate with Student Services and the Registrar’s Office to support course registration, scheduling, and progression tracking
Assist in developing and refining operational workflows, communication templates, and process documentation to improve efficiency
Participate in School of Nursing administrative meetings and cross-program collaboration efforts to support the Education Missions
Work with academic program assistants and other SON offices, as needed, for special projects, as assigned
Provide support for Graduation, Pinning Ceremonies and other events
Provide cross coverage as needed

Requirements

Associates required
At least 3 years of secretarial or administrative experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation
or a combination of formal training and experience equivalent to the above required
Excellent organizational and time management skills with the ability to handle multiple priorities and meet deadlines required
Strong written and verbal communication skills required
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfort learning new systems (e.g., Blackboard, Workday, OnBase) required
Demonstrated professionalism, discretion, and attention to detail in managing confidential information required

Nice to have

Experience supporting an academic program, department, or accreditation process preferred
Knowledge of higher education or health professions academic operations (e.g., CAPTE, DNP, or similar accreditation) preferred
Familiarity with data tracking, surveys, and report preparation preferred

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Department Coordinator, Doctor of Physical Therapy Program

Job Description

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Requirements

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