Full 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 all aspects related to experiential/clinical education within the 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 student-developed governance, service learning and other professional activities of PA and Pharmacy students. Strong communication and relational skills, as well as organizational and technical abilities are required in order to perform this job successfully.
- Coordinate and verify completion of student and preceptor requirements for the Pharmacy and Physician Assistant Studies Programs.
- Act as receptionist, answer and screen telephone calls, visitors and/or mail, take messages for the School of Pharmacy and Physician Assistant Studies.
- Provide support to students, preceptors, and department for experiential learning management systems
- Respond to routine requests for information regarding all School programs and events and refer complex requests to appropriate staff or faculty members.
- Schedule appointments and coordinate arrangements for meetings, conferences, and travel. Assist in coordinating logistics for School events.
- Assist in daily functioning of the school, including supplies, mailings (including bulk), filing of sensitive data, student records upkeep and other file management.
- Collect and disseminate information within and beyond the University accordingly.
- Organize and maintain 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, reports and marketing materials (e.g., brochures). Disseminate information accordingly.
- Uses appropriate software and information sources to continually update the school’s web presence.
- Support School in events which may include evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
- 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 site placements and preceptors for pharmacy student experiences.
- Assist the PA’s office of clinical education as needed
- Assist in reviewing affiliates’ organizational 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.
- Function as school liaison with USJ Student Affairs, Health Services, Center for Academic Excellence and Public Safety to promote student success and retention
- In collaboration with school faculty and staff and personnel from appropriate University offices, develop opportunities for students through service learning, student government, and professional activities.
Education & Experience
- 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. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data management). 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
- Cultural competency to work with diverse student and/or employee population
- 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