Administrative Assistant, School of Pharmacy/PA Studies

Job Description

Job Description

The position supports the operations of the School of Pharmacy and Physician Assistant Studies. This position will be assigned tasks by the dean, but a primary responsibility is for administrative, operational, and logistical functions supporting experiential education and admissions for both school programs. The position serves as a liaison between the school, clinical affiliates, and the university community by interacting with students, faculty, staff, preceptors, and administration. The position also supports Pharmacy and PA admissions through application review, as well as prepping for and participating in interview days and open houses. Strong communication and relational skills, as well as organizational and technical abilities are required in order to perform this job successfully. 

• Schedule appointments and coordinate arrangements for meetings, conferences, and travel.
• Coordinate and verify completion of student and preceptor requirements for the Pharmacy Program. 
• Respond to routine requests for information regarding all School programs and events and refer complex requests to appropriate staff or faculty members.
• Provide support to students, preceptors, and pharmacy department for experiential learning management systems 
• Assist in daily functioning of the school, including supplies, mailings (including bulk), filing of sensitive data, student records upkeep and other file management.
• Assist in coordinating logistics for School events such as orientations, white coat ceremonies, hooding ceremonies, interview days, and open houses.
• Collect and disseminate information within and beyond the University accordingly.
• Organize and maintain the pharmacy program’s Experiential Learning Management System, computer files, office files, and records in accordance with School procedures, and follow up on pending matters. 
• Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, and reports. Disseminate information accordingly.
• Recognize and maintain circumstances of a confidential nature.
• Perform other related duties as required.
• Assist Pharmacy’s Director of Experiential Education with establishment, coordination, and maintenance of clinical sites, placements, and preceptors for pharmacy student experiences.
• Function as school liaison between the university, preceptors, and clinical site representatives.
• Assist in reviewing affiliates’ organizational structure to ensure student compliance with requirements of each affiliate, preparing and ensuring of delivery of information to clinical sites in a timely and accurate manner.
• Assist the Assistant Dean of Admissions & Student Experience with application review.
• Prepare for interview days including but not limited to printing materials, stuffing folders, arranging classroom furniture; assist in interview day sessions as needed.

• High School diploma or equivalent required; Bachelors’ degree strongly preferred.

Other Qualifications

• Two to three years’ administrative assistant experience preferred
• One to two years’ experience in a health care or educational setting or recruiting/staffing experience, or equivalent education and experience preferred
• Strong project management and analytical skills; strong organizational skills and attention to detail
• Able to function independently while operating effectively within a team environment
• Possess solid general computer skills, including ability to work in a Windows environment. Familiarity with specific applications used by the University/Department a plus
• Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
• Demonstrated ability to handle complex and multiple tasks in a professional and efficient manner
• Demonstrated ability to recognize and appropriately handle matters of a confidential nature 
• Exhibits a high level of professionalism, creative problem solving, diplomacy, and the ability to manage complex projects with minimal supervision
• Professional, courteous demeanor and appearance; ability to engage positively and work professionally with students, faculty, staff and administration and represent the University professionally in diverse clinical settings
• Commitment to the mission of the University of Saint Joseph
• Physical ability to perform essential functions of the position, with or without reasonable accommodation