The Senior Administrative Assistant provides administrative and academic support to the Office of Experiential Education (OEE). The position reports to the Director of Experiential Education.
Essential Duties and Responsibilities
+ Support the administrative and academic needs of the Office of Experiential Education Directors, Coordinators, Site Specialists and the Associate Dean for Clinical Affairs
+ Provide receptionist support to include greeting visitors, preceptors, students, faculty, and staff, answering/routing phone calls, replying/forwarding emails sent to the OEE shared email account and appropriately triage questions
+ Provide general administrative support to include the organization of supplies, scheduling of meetings and audiovisual requests, coordination/preparation of mailing lists/labels/databases, and preparation of written correspondence and course documents
+ Create, update, and maintain office, preceptor, student, and site files
+ Coordinate and/or assist with various student and departmental events emanating from OEE as well as other departments within CCP
+ Prepare check requisitions and purchase order requests including but not limited to annual memberships, registration fees, expense reports, and office supplies; track all department budget items
+ Manage OEE's affiliation agreement functions, ensuring accurate and timely processing and recordkeeping of clinical site agreements, additionally ensuring appropriate correspondence with the clinical site and the Central Office of Experiential Education
+ Track, review, and record assignments and any additional documentation (i.e. licenses) for student rotations
+ Help facilitate the teaching activities of the Introductory Pharmacy Practice Experience courses and also take direction from the individual Course Director for course-specific tasks
+ Help facilitate distant Advanced Pharmacy Practice Experience rotation logistics, forms and correspondence with preceptors and students regarding rotation scheduling and contracts.
+ Guide Federal Work Study Students with projects.
+ Other duties as assigned
This job has no supervisory responsibilities.
To perform this job successfully, a highly organized individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner. Must have regular, in-person, predictable attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate degree and 5-7 years relevant working experience preferred. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
This individual should possess excellent reading, writing, and organizational skills. Demonstrate excellent attention to detail and have a history of timeliness and reliability. The Senior Administrative Assistant must build a positive rapport and be capable of communicating with preceptors, students, faculty, staff and visitors in a calm and courteous manner while maintaining a professional work environment. One should respond to requests in a timely and responsive manner to assure efficient department and course operations.
Computer proficiency in MS Office (Word, Excel, PowerPoint, Publisher, Outlook).
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Excellent telephone communication skills.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Intermediate skills: Ability to calculate figures and amounts such as discounts, interests, commissions and proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to handle or feel, and reach with hands and arms. The employee is regularly required to sit, talk, and hear. The employee must regularly lift and /or move up to 25 pounds and occasionally push/pull up to 50 pounds. Specific vision abilities required by this job include vision correctable to 20/40 in one eye.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).
+ High School or better
+ 3-5 years: Previous administrative support experience.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.