Administrative Assistant-Pharmacy (Internal

Administrative Assistant-Pharmacy (Internal)

This is an internal posting and only existing employees of UIW are eligible to apply.

Position Information

Position Title

Position Title Administrative Assistant-Pharmacy (Internal)

UIW Mission

University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.

Position Summary

The Administrative Assistant is responsible for supporting the Pharmacy Practice and Experiential Education Programs Departments, both faculty and administrators. This position regularly works with securing appropriate documentation from students to ensure rotation compliance. The Administrative Assistant to Pharmacy Practice Dept. and Experiential Education Programs reports to the Assistant Dean, Department Chair of Pharmacy Practice and Professor.

This is an internal posting and only existing employees of UIW are eligible to apply.

UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents.

Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties

Job Duty Name

Description of Job Duties

• Serve as first point of contact for office, on phone and in-person, providing excellent customer service.
• Perform administrative support to include file creation and maintenance, scheduling appointments, maintaining calendars, and responding to program inquiries.
• Maintain Program databases (i.e., CORE ELMS , Castle Branch, Certiphi, TSBP , Alumni, Affiliation Agreements), to include providing information and communication, and report generation (i.e., attendance, requirement compliance).
• Serve as department technology go-to with respect to Adobe, forms, surveys, polls, reports, Teams, and Canvas.
• Assist with various curriculum-related tasks (i.e. Cash Net, IPE events, preparation of course supplies).
• Plan and execute assigned special events (i.e., Advisory Committee meetings, forums, conferences, awards, visits).
• Coordinate departmental travel, financial reimbursements, and process payment requests.
• Maintain department budget and reconcile P-card statements.
• Acquire quotes and order supplies as necessary.
• Coordinate department meetings and prepare minutes for distribution.
• Plan and execute faculty candidate interviews.
• Facilitate onboarding of new faculty, residents, and adjunct faculty.
• Serve as liaison with other offices, departments, schools, and programs within the FSOP and UIW .
• Attend assigned meetings and provide corresponding support.
• Perform other duties as assigned.

Knowledge

Skills and Abilities

• Strong communication and customer service skills.
• Strong computer skills with a willingness to learn new technology. Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint or equivalent.
• Able to prioritize tasks effectively.
• Ability to work independently.
• Ability to work effectively with individuals from diverse communities and cultures.
• Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA .

High school diploma or GED equivalent.

Required Work Experience

Two (2) years of administrative or clerical experience in a complex environment.

Preferred Qualifications

• Some college.
• Experience supporting a pharmacy program. Familiarity with pharmacy education curriculum and accreditation requirements.
• Higher education experience, preferably within UIW .
• Special event coordination.

Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW .

Monday through Friday, negotiable start and end time, with extended hours as needed to meet departmental goals.

Physical Demands

• Ability to lift up to 10lbs for table set-up/tear-down at events.
• Ability to lift up to 20lbs of office/marketing/event supplies.
• Ability to reach overhead, bend, squat to retrieve office/marketing/event materials.
• Ability to push/pull equipment/event carts/wagons holding up to 50 lbs.
• Ability to actively engage in events for extended periods of time.
• Ability to regularly move about campus and event venues to actively engage faculty/staff/donors/guests/(potential/current) students, as well as…