Administrative Coordinator- IL- Pharmacy Practice

Administrative Coordinator

The Administrative Coordinator provides administrative support to the Chair, Vice Chairs, and the faculty members in the Department of Pharmacy Practice. This position reports to the Chair of the Department of Pharmacy Practice.

Essential Duties and Responsibilities:

Department Support: (30%)

• Greet students and guests in the office suite.
• Schedule meetings for Chair, Vice Chairs, and faculty.
• Serve as the Department liaison with university support units.
• Schedule faculty performance evaluation meetings with the Chair.
• Provide administrative support to assigned College and Department committees.
• Facilitate meeting scheduling with outside partners and coordinate site partner faculty evaluations.
• Assist with planning and staffing of College and Department special events.
• Schedule Department meetings and serve on the Department Retreat Planning Committee.
• Assist with resident recruitment, interview scheduling, and onboarding.

Administrative Support: (20%)

• Support daily Department operations.
• Oversee business services for the Department and manage supply ordering for grant accounts.
• Process check requests and manage the Department credit card.
• Track faculty PDFs.
• Maintain the supply inventory and order supplies needed for courses.
• Serve as contact person for faculty to assist in organizing student competitions and special events.

Curriculum Support: (50%)

• Coordinate outside facilitators, graders, and lecturers in consultation with the Chair or Vice Chair, including communication regarding accessing campus, parking, and entering visitor passes.
• Serve as liaison to all outside faculty, including developing LOAs/ICAs.
• Complete onboarding for outside faculty and oversee payment processing.
• Schedule and oversee all student evaluations of faculty and courses. Distribute faculty and course evaluations.
• Maintain and organize Department archives, including Canvas/Bright Space D2L courses.
• Assist with collection and organization of syllabus materials.
• Support Pharmacy Practice courses to include proficiency in Canvas/Bright Space D2L and Exam Soft, exam and make-up exam proctoring, and other essential TA duties as needed.
• Other teaching support as needed.

Qualifications

To perform this job successfully, an 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 with regular, predictable, in-person 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 is required. One-year certificate from college or technical school or Associate degree is preferred. Must have 5-7 years of previous administrative work experience.

This individual should maintain a professional work environment and establish a positive rapport with faculty, staff, students, and visitors; respond to faculty members, staff and outside requests in a timely and responsive manner to ensure efficient Department operation. Confidentiality in the processing of sensitive information is of utmost importance in the day-to-day operation and interaction with students, faculty, staff, and outside visitors.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Language Skills

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.

Reasoning Ability

Intermediate skills:
Ability to apply common sense…