Administrative Assistant, Experiential Education - College of Pharmacy

Job Title

Provides dedicated administrative support for online pathway experiential education under the direction of the Director of Online Pathway and in coordination with the Office of Experiential Education.

Student Compliance Tracking and Documentation

• Maintain and update confidential student health and compliance records for online pathway students, including immunizations, titers, TB testing, CPR certification, background checks, drug screens, insurance, and site-specific requirements.
• Monitor compliance expirations and send reminders to students to ensure rotation eligibility.
• Track state-specific, site-specific, and health-system onboarding requirements for students completing rotations outside the local area.
• Enter and update compliance data in CORE ELMS and other systems as directed.
• Uphold FERPA and university data security policies.

Affiliation Agreement Tracking and Follow-Up

• Maintain organized tracking system for affiliation agreements related to online pathway experiential sites.
• Follow up with sites, preceptors, legal offices, and internal stakeholders to confirm agreement status and execution timelines.
• Notify the Director of Online Pathway and OEE leadership of pending or expired agreements.
• Maintain records of agreement terms, expiration dates, and required site documentation.

Student Onboarding Coordination

• Coordinate onboarding logistics for online pathway students, including document collection, site-specific portal registration, training modules, and background check completion.
• Prepare and distribute onboarding checklists, instructions, and deadline reminders.
• Troubleshoot common onboarding barriers (e.g., incomplete forms, portal access issues, missing documentation).
• Maintain accurate onboarding status in CORE ELMS and provide regular updates to the Director of Online Pathway.

Site and Preceptor Communication Support

• Serve as an administrative point of contact for online pathway students and preceptors regarding onboarding requirements, compliance documentation, and rotation logistics.
• Respond to routine inquiries and escalate complex issues to the Director of Online Pathway or OEE Coordinator.
• Send follow-up communications to students and sites regarding missing documentation, upcoming deadlines, or site-specific requirements.
• Support relationship management with out-of-state and out-of-area experiential partners through timely and professional communication.

Financial and Payment Processing Support

• Maintain records of preceptor site fees, stipends, and invoices related to online pathway experiential education.
• Process payment requests and coordinate with Finance/Procurement on vendor setup and invoice reconciliation.
• Track budget expenditures and maintain organized financial documentation in accordance with university procedures.

Data Entry, Reporting, and Administrative Support

• Enter and update student, site, preceptor, and placement data in CORE ELMS and other OEE systems.
• Run compliance, onboarding, and placement reports as requested by the Director of Online Pathway or Associate Dean.
• Assist with preparing materials, communications, and documentation to support online experiential program operations.
• Provide general administrative support to the Office of Experiential Education as needed.

Minimum Qualifications

• Associate's or Bachelor's degree
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace
• Strong attention to detail and ability to manage multiple deadlines
• Excellent written and verbal communication skills
• Ability to handle confidential student information with discretion
• Ability to work independently and follow through on assigned tasks

Preferred Qualifications

• 12 years of administrative support, data entry, records management, or program coordination experience
• Experience in higher education, healthcare administration, or academic program support
• Familiarity with student information systems or experiential education platforms (e.g., CORE ELMS)
• Experience with compliance tracking, onboarding coordination, or student records management
• Experience with invoice processing or financial record-keeping
• Knowledge of FERPA

Key Competencies

• High attention to detail and accuracy in record-keeping
• Strong organizational and time management skills
• Ability to prioritize tasks, manage deadlines, and follow up independently
• Professional and responsive communication with students, preceptors, and external partners
• Discretion and confidentiality in handling sensitive student and site information
• Collaborative team player who can support multiple roles within OEE
• Alignment with Lipscomb University's Christian values and mission