Administrative Associate - School of Pharmacy/Clinical Pharmacy - West Virginia University

Description

The School of Pharmacy/Department of Clinical Pharmacy at West Virginia University is currently accepting applications for an Administrative Associate

About the Opportunity

The individual assists the Department Chair, Office Administrator, SOP Alumni Director, the SOP Development Director, and Department faculty in Morgantown and the Charleston division.  Work supports the largest Department within the School of Pharmacy (18 faculty in Morgantown and 6 in Charleston) and contributes to the effectiveness of operations and services.  This position is the contact for students and residents who frequently engage with clinical faculty. Other important aspects of the position which have been added over the past few years include hands on support in our Skills Development Center and course related logistical/SOLE support for adjunct faculty who teach in the SOP.  

 We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You'll Do

Administrative Support

• Triages visitors to the Department of Clinical Pharmacy and Office of Experiential Learning. Serves as the initial contact.
• Answers telephone calls on the main line.
• Organizes pertinent new faculty onboarding tasks.
• Responsible for managing hoteling offices and any office related room assignment logistics.
• Takes minutes at monthly Department meetings.
• Responsible for scheduling/reserving Department conference rooms as needed and reserves classroom for faculty via 25Live when needed.
• Assists with student-related events, as needed, such as Bowl of Hygeia, awards convocation, and commencement.
• Collects, sorts, and distributes incoming Department mail and deposits outgoing mail. 
• Prepares correspondence, memoranda, reports, and other documents for Department faculty.
• Proofreads all prepared materials, correcting grammar, spelling, and punctuation when appropriate.
• Assists in the Skills Development center with various administrative duties as needed.
• Serves as the primary contact for the Skills Development Center room scheduling calendar.
• Organizes student labs for correct amount of supplies in each setting area and organizes the lab storage room.
• Schedules meeting rooms and provides technology support for the Community Pharmacy residency meetings on a weekly basis
• Proctors students taking exams/quizzes when needed.
• Assists with OSCE’s and participates as a standardized patient when needed.
• Assists faculty with SOLE-related needs, including (but not limited to) setting up courses each year, uploading course syllabi, slides, handouts, readings, quizzes, surveys, exams, group assignments, and other materials, creating folders and discussion forums, recording grades for course items, and archiving courses at the end of each semester.
• Manages other general administrative activities related to daily Department operations.
• Assists with updating the Clinical Pharmacy Department website. The maintenance includes updating existing information, uploading new images and information, creating new sub-pages for the site, and ensuring that all links are in place and work appropriately.
• Ensures that all directory information is up to date for each faculty member.
• Provides administrative staff support for search committees involving faculty or staff positions within the Department
• Confirms appropriate funding and adequate budget prior to incurring expense and pays invoices utilizing WVU’s financial systems, as assigned by Office Administrator.
• Inventories office supplies and places orders through Mountaineer Marketplace.
• Attends and participates in professional development sessions related to this position and the program as a whole.
• Prepares and updates manuals of Department’s policies and procedures.
• Performs other duties as assigned by the Chair.

Alumni Association & WVU Foundation Support

• Plans and executes donor based special events including identifying invitees, creating invitations, mailing, and tracking RSVPs.
• Arranges special events for development and alumni affairs, including requesting invitation lists from WVU Foundation, event mailings, maintain response lists, create name tags, follow up calls to invitees, assist with event set up and attend on campus event if needed.
• Assists in the coordination of various Alumni activities offered by the SOP Alumni Association each year. This would include procuring event venue, ordering catering, and assisting in gathering supplies for each of these events.
• Attends and assists in local/regional SOP alumni events.
• Serves as the point of contact for alumni event RSVP’s.
• Provides fiscal management of the Alumni Association budget, both budget and actual information, and includes the processing of vendor invoices for payment of items and events utilizing the SOP Alumni Association foundation and state funds.
• Reconciles monthly expenditures with State and WVU Foundation reports.
• Attends the Alumni Association Officers meetings and taking meeting minutes. Prepares the minutes and provides them to faculty coordinator of the Alumni Association for editing and distribution to the officers.
• Coordinates annual Alumni Association membership mailings and assists in keeping an accurate Alumni Association membership list
• Assists with updating the SOP Alumni Association website. The maintenance includes updating existing information, uploading new images and information, creating new sub-pages for the site, and ensuring that all links are in place and work appropriately.

Pay Grade: 14

Qualifications

• Associate’s degree in business administration, office management, or related field.
• A minimum of two (2) years of experience involving:
  • Administrative staff experience
  • Knowledge of various office and computer technologies
  • Demonstration of teamwork and personnel initiative
  • Knowledge of University procurement and payment services policies and procedures
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Displays expertise in Microsoft Word, Excel, Access, PowerPoint, Outlook, CMS website management, SOLE. Chrome River, Mountaineer Marketplace, and MyReports. Displays proclivity for quickly learning new and updated technology.
• Knowledge of University policies and procedures related to payment services and procurement when utilizing both WVU Foundation and State funds.
• Knowledge of professional office procedures, regulations, and personnel and administrative policies.  Skill in operating office equipment and monitoring maintenance requirements.
• Skills to manage multiple projects, reports, faculty/staff requests, and heavy workload. Organizational skills required to plan, coordinate, and implement a variety of complex projects simultaneously.
• Ability to carry our assignments without detailed instruction in a timely manner.  Ability to work independently with little instruction or supervision.
• Excellent interpersonal communication skills (e.g., cooperative, professional attitude). Strong oral and written communication skills with the ability to communicate clearly and concisely with a diverse range of contacts.
• Meets deadlines and keeps commitments; Is punctual; can be relied upon to be present according to the assigned work schedule; possess ability to determine priorities and coordinate the timely achievement of objectives.
• Demonstrates initiative and a collaborative attitude; balances team and individual responsibilities; contributes to a positive team spirit; puts success of team over own interests; supports everyone’s efforts to succeed.
• Functions effectively in a fast-paced office environment with faculty of varied interests and responsibilities. Manages competing demands efficiently; adapts approaches to fit differing situations; deals effectively with frequent changes, delays, or unexpected events; possess ability to learn new information, medical terminology, and the mission and goals of department.
• Approaches others in a tactful manner; reacts will under pressure; treats individuals with respect regardless of their work status or position; accepts responsibility for own actions; accepts constructive criticism and modifies behaviors accordingly. Creates and maintains effective communication and relationships with other departments, programs, and external agencies.