Administrative Assistant for Experiential Education

SUMMARY:

The Administrative Assistant of Experiential Education provides essential administrative and office-related support to the Department of Experiential Education and the School of Pharmacy. This position focuses mostly on providing support to the experiential program (approximately 75%) while also providing support to the Gregory School of Pharmacy (approximately 25%). Please note these percentages are approximations and can vary.

JOB RESPONSIBILITIES:

• Operates a PC to view, enter, edit, format, revise, print, process and distribute information.
• Provide essential administrative support to the Director of Experiential Education (DEE) in the management of student assignments, student records, preceptor records, training site records and other records associated with the experiential program-related records.
• Provide communication support to the DEE in his/her interactions with students, preceptors, and other constituents of the experiential program.
• Provide administrative support, as needed, to the Experiential Program Advisory Council.
• Provide support for the preceptor dinner and/or other recognition events.
• Handle and appropriately route in-coming and out-going calls, mail, e-mail and facsimiles.
• Compose, edit, format and type letters, memos, newsletters, reports and other correspondence. Design, edit, and produce forms and documents.
• Make copies of, collate, and distribute correspondence and other printed materials.
• Gather, organize, maintain, file, and provide information, correspondence and other records associated with the supported offices.
• Compile and type budget and statistical reports.
• Arrange and coordinate calendars and schedule appointments, meetings, and other activities for the experiential program.
• Assist with the logistics of and implementation of the school’s licensure examination preparation program.
• Proctor exams as needed.
• Assist in the coordination and administration of school events, including interprofessional education sessions.
• Manage requisitions, purchase orders, and credit cards.
• Assist with work orders needed for room reservations and the classroom walls.
• Assist with ordering supplies as needed.
• Assist with accreditation-related and assessment-related activities.
• Other duties as assigned.

Job Factors and Experience Requirements

• Associate degree (A.A.) or equivalent from two-year college or technical school.
• Six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Knowledge of Microsoft Word, Excel, Outlook, and PowerPoint – including the ability to create and effectively manage documents, spreadsheets, graphs, charts and slide presentations associated with the same.
• Ability to learn and navigate various computer programs, including Jenzabar, learning management systems and any new programs or databases that are a part of the department’s work.
• Ability to effectively and professionally communicate via both written and oral means with students, faculty and external constituents of the school.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to efficiently employ math skills: add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and able to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

INSTITUTIONAL ALIGNMENT:

• Demonstrates a commitment to the university’s purpose, mission, and affirms its Guiding Principles as a Christ-First (evangelical) institution. Lives a life consistent with and not contrary to the biblical values found in the Employee Handbook. In addition, he or she will be an active member (or attender) of a local church.