Coordinator Experiential Education & Student Services - Pharmacy

Job Details

Location:

Hillsboro Professional Campus – OR

Position Type:
Non‑Exempt

Job Category:
Faculty and Staff

This position shares duties between the Office of Experiential Education (OEE) and the Office of Student Affairs (OSA). It is supervised by the Assistant Dean for Experiential Education and the annual evaluation is conducted in collaboration with the Assistant Dean for Student Affairs. Effort is allocated 60% OEE / 40% OSA.

• Manage student compliance records for matriculation and experiential education requirements.
• Verify submission and completion of required documentation (e.g., vaccination records, evaluation forms, pre‑rotation paperwork, and other compliance materials).
• Serve as the primary point of contact for students, preceptors, and site coordinators regarding compliance requirements and platforms used for student compliance tracking (e.g., myRecordTracker, Relias).
• Provide secondary administrative support to the Director of Experiential Education for onboarding documentation processes.
• Coordinate annual and as‑needed recertification requirements for P1–P3 students, including intern licenses, HIPAA training, blood borne pathogen (BBP) training, BLS certification, TB testing, immunizations, drug screening, and background checks.
• Facilitate the execution, renewal, and revision of affiliation agreements with experiential sites.
• Provide administrative coordination for the Global Experience Exchange Program.
• Manage dissemination of certificates for Oregon Board of Pharmacy‑approved continuing education (CE) programs offered by the School of Pharmacy.
• Assist the Office of Experiential Education with annual updates to the Preceptor Manual and the Experiential Education section of the Student Handbook.
• Support the development, management, and maintenance of experiential education databases, including site and preceptor contact information and onboarding requirements.
• Collaborate with the EDEE, ADSA, and Senior Administrative Assistant in planning and implementing the annual Career and Experiential Fair.

• Assist the Assistant Dean for Student Affairs and faculty mentors in supporting student leadership development initiatives.
• Assist with the provision, coordination, assessment, and administrative support for student leadership programs.
• Assist in the development, implementation, and administration of policies related to student leadership programs and student organization activities, including:
  • The selection process of student leaders for SOP committee membership and student governance.
  • Student organization operations and procedures.
  • Event planning and risk management.
  • Budget oversight and financial record keeping with oversight from the Dean’s Office.
• Assist ADSA in developing or organizing training, resources, and assessment processes for student organization advisors, faculty mentors, and student leaders.
• Coordinate and provide administrative support for faculty and peer mentorship programs, including program resources and annual program assessment in collaboration with the ADSA.
• Assist in the development, maintenance, and communication of an updated inventory of University and School resources available to students, including housing, financial assistance, scholarships, mental health, wellness, and community resources via maintenance of the Student Resources (Moodle) and scholarship web pages.
• Support planning and implementation of Office of Student Affairs events, including but not limited to Community Days, White Coat Ceremony, Graduate Awards & Hooding Ceremony, Orientation Week, P3 Return to Campus Week, Annual Career and Experiential Fair, Annual Research Showcase, and other events supporting PharmD and MSPS students in the School of Pharmacy.
• Coordinate the School’s participation in the annual First Destination Survey in collaboration with the Office of Institutional Research.
• Lead efforts to maintain high student response rates for job placement and post‑graduation outcome data collection and prepare the annual AACP Job Placement/Gainful Employment report for the…