Administrative Assistant for Pharmacy

University of Charleston   Charleston, WV   Full-time     Other
Posted on May 7, 2022

The University of Charleston is seeking an Administrative Assistant for Pharmacy.

The University of Charleston School of Pharmacy’s primary mission is to prepare pharmacists who will provide comprehensive patient care, advance the profession through research and advocacy, and serve the community as leaders in rural health care. To fulfill our mission, our top priority is the creation of an environment and opportunities that stimulate our faculty, students, and practitioners to learn, maintain and expand upon the knowledge, skills, and attitudes necessary to meet the health care needs of the patients they serve.

The School of Pharmacy seeks to fill the position of Administrative Assistant supporting the Offices of the Dean, Student and Professional Affairs, Academic Affairs, and Enrollment and Admissions. Under the guidance of the Dean, this position provides general support for the offices listed above and has the following responsibilities:

  • Schedule committee meetings, record meeting minutes and disseminate correspondence.
  • Prepare sensitive office communications
  • Perform calendar maintenance, scheduling of meetings, and corresponding responsibilities for the Dean, the Executive Director for Professional Affairs, the Associate Dean for Academic Affairs, and the Executive Director for Enrollment and Admissions.
  • Communicate promptly and effectively with students, faculty, staff, and visitors to the School of Pharmacy.
  • Assist in the arrangement and coordination of Office sponsored events (e.g. recruitment visits at the SOP, applicant interviews, open house, convocations, White Coat Ceremony, Hooding Ceremony, Awards and Honors, First-Year Orientation, etc.)
    • Order name badges and student labs coats
  • Maintain office budgets, generate, and execute requisitions/purchase orders/reimbursements, monthly expense reports, reconciliation of monthly budget with online Business Office report.
    • Prepare requisitions for student reimbursement.
  • Collect and maintain information/data for student and institutional files and prepare reports as applicable.
    • Verification of enrollment requests and intern licenses
  • Prepare and disseminate notices to students and their advisors for those with academic difficulties.
    • Schedule appointments and notify students who are required to meet with the Associate Dean for Academic Affairs at end of each semester.
  • Track students on leave of absences/suspension.
  • Assign students to advisors in Colleague.
  • Maintain student mailboxes and disseminate mail to students and assist with departmental mailings.
  • Perform room scheduling for School of Pharmacy.
  • Manage supplies for the Offices of the Dean, Professional & Student Affairs, Academic Affairs, and Enrollment and Admissions.
  • Candidate must have the ability to abide by confidentiality requirements and expectations
  • Candidate must have the ability to work effectively in a busy environment and successfully execute multiple projects within a short period of time.
  • Become certified to provide notary services.

Qualifications:

  • An Associate’s or Bachelor’s degree is preferred, but highly-qualified candidates without degrees will be considered
  • A minimum of 2 years of experience working in a high volume, busy work environment is highly desired
  • Proficiency with the use of MS office products (Word, Access, Excel), data entry and a minimum typing speed of 40 wpm are required
  • Maintain a high level of confidentiality with access to sensitive and confidential student information
  • Applicant must be able to adhere to student confidentiality policies and procedures
  • Excellent organizational skills
  • Detail-oriented, and the ability to multi-task are a must
  • Applicant must be dependable and demonstrate good work ethic
  • Easily adapt to a developing environment
  • Customer, public-service orientation and willing to work cooperatively in a team environment
  • In addition, the applicant must have the ability to set priorities, take initiative and work with minimal direction, and exhibit the ability to maintain high professional standards
  • Occasional evening and weekend work is required

EOE