Administrative Assistant

Staff

SA4892122

Full-Time 40 Hours Weekly

Regular

11/04/2022

Reporting to the Chair of the Pharmacy Practice department, this position will provide administrative support to the department chair, faculty, and research staff for the department of Pharmacy Practice (PHP). Provide administrative support to Office of Post-Graduate Programs (Residencies and Fellowships). Process purchase requisitions and track delivery. Coordinate the hiring and onboarding process for faculty search candidates. Maintain and submit records for the use of departmental P-card and track faculty development expense reports. Maintain departmental calendars. Update employee information on website. Coordinate special events, meetings, projects and take minutes. Order marketing materials.

Provide administrative departmental support

• Coordinate administrative and logistical functions of school for the department of PHP
• Provide administrative support to the Residency and Post-Graduate Teaching Skills Development Programs, including hiring and onboarding residents
• Coordination of the PCL (lecture) series, including contracting with external guests for workshops, ordering and maintaining supplies for compounding labs, ordering parking permits, assist with proctoring or provide on-site support at each workshop (7-9 per year).
• Maintain departmental calendars. Schedule meetings for Chair with faculty and external guests.
• Coordinate with other departments within the university to gather information and complete projects.
• Coordinate marketing orders & efforts for Post Graduate Programs as needed.
• Update and maintain school website for PHP Faculty profiles. Create and maintain Residency/Fellowship webpage. Assist other departments with webpages in Cascade, as needed.
• Respond to internal and external inquiries and requests for information while providing excellent customer service in a timely manner. Provide information about university policies and procedures to the department and visitors
• Assist the Assessment and Accreditation Office with proctoring when needed.
• Prepare non-routine correspondence on behalf of supervisor.
• Coordinate printing needs, including posters.
• Order business cards, office supplies, and white coat name badges when needed.
• Prepare and distribute monthly On the CUSP email Newsletter and PHP Good News Fridays. Gather and analyze faculty and staff contributions and accomplishments.

• Generate and track lecturer/overload faculty contracts including but not limited to creating profiles and entering information into the PeopleSoft database. Collaborate with HR and Faculty Affairs.
• Coordinate departmental faculty searches, including creating job description ads, gathering and analyzing information on CV and transferring to spreadsheets, creating and maintaining search folders in Dropbox, communicating with candidates, attending search committee meetings and taking minutes, uploading pertinent information into search folder.
• Coordinate the onboarding process for newly hired faculty.
• Assist faculty with processing mailing/shipping requests.
• Track and monitor faculty travel and development expenses and provide monthly reports.
• Assist Chair with faculty annual review, including scheduling meetings, updating faculty load worksheet, and gathering pertinent evaluations for each faculty folder.
• Track expenditures from Curriculum Delivery budget for APPEs, Capstone, and rotations allotments to purchase supplies for their laboratories.

• Process purchase orders, payment requests, and reimbursements through PeopleSoft.
• Maintain and submit records for the use of departmental P-cards, reconcile transactions in Concur to reconcile purchases, and generate monthly reports. Approve/edit faculty p-card expenses.
• Assist in planning the annual department and program budgets with department chair for PHP department and Post Graduate Programs.
• Invoice Providence quarterly for shared faculty time, track receipt

• Coordinate Residency Banquet
• Assist with various events including new student orientation, accreditation site visit events, etc., including room reservations, catering, ordering supplies, and other arrangements as needed.
• Schedule meetings for Pharmacy Practice and take minutes as requested.
• Schedule and coordinate guest lecturers and seminar speakers, including preparing and processing speaker agreements for signature, parking permits, coordinating catering and honorarium for services.
• Coordinate phone and on-site interview schedules for faculty candidates, including calendaring, room reservations, parking permits, preparing and sending itinerary, and assisting with flight and hotel reservations when necessary.
• Assist with special projects as requested.\

• A minimum of two years of demonstrated professional administrative support experience preferably in higher education Bachelor’s degree and/or equivalent combination of education and work experience. Proven ability to carry out duties in a timely manner
• Proven ability to reason, prioritize, problem solve and communicate logically Experience in meeting/event coordination
• Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload
• Skills for basic arithmetic and calculation skills
• Experience using standard office equipment and Microsoft Office tools including Outlook, Excel, and Word.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering.
• Demonstrate effective, clear and businesslike written and oral communications – including solid editing, proofreading skills. Experience taking concise and accurate meeting minutes.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
• Ability to use tact, diplomacy and maintain a high level of confidentiality.
• Strong commitment to teamwork. Service-oriented, with ability to maintain a pleasant and helpful attitude.

• Working knowledge of PeopleSoft.
• Working knowledge of university policies and procedures that pertain to the duties of this position.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

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