Administrative Associate - School of Pharmacy (Clinical Department)

- Denver, CO
Posted: June 17, 2022
Description

West Virginia University School of Pharmacy is currently accepting applications for an Administrative Associate.

About the Opportunity

As an Administrative Associate, you will be responsible for providinghigh level administrative support for the Department of Clinical Pharmacy to accomplish the department's mission. You will assist the Department Chair, Office Administrator, SOP Alumni Director, the SOP Development Director, and the department faculty in Morgantown and elsewhere throughout the state. Work effects the largest department within the School of Pharmacy (17 faculty in Morgantown and 6 in Charleston), and contributes to the effectiveness of operations and services having a significant impact within the School of Pharmacy.

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

Pay Grade: 14

What you'll do:

20% Director of Development Support
  • Supportspecial annual giving level activities for gifts at $10K level and below, including coordinating honor roll of giving, fiscal year end, campus Connection, White Coat, and phon-a-thon solicitations with HSC Annual Giving Director, coordinates In Honor Of (IHO), In Memory Of (IMO), class, faculty retirement, and Dean Directed fund solicitations.
  • Planand executedonor based special events including identifying invitees, creating invitations, mailing, and tracking RSVPs. Coordinateevent logistics, including location, food, room set up, and audio-visual needs.

15% SOP Alumni Association Support
  • Assist 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 giveaways and door prizes for each of these events.
  • Attendand assistin local/regional SoP alumni events.

20%Event Planning
  • Managethe planning, implementation, and organization/administration of special events hosted by the SoP Alumni Association and assists with events hosted by the Department of Clinical Pharmacy, such as faculty/staff retreats, luncheons, banquets, workshops, receptions, and other business meetings that occur on campus, off-campus, and/or out of state. Arrangeaccommodations and meeting facilities. Coordinateschedules, entertainment, recreation, transportation, and audio-visual requests, etc. Actas liaison to the caterer, hotel management, and/or other personnel. Coordinatetravel arrangements. Resolvetravel related problems.
  • Developevents related to the School of Pharmacy both within the HSC and beyond in order to connect with alumni and constituents at selected state, national, and University public events.

30%Administrative Support
  • Greetvisitors to the Department of Clinical Pharmacy and Office of Experiential Learning. Serveas the initial contact for students wishing to meet with faculty and professional staff in their offices.
  • Answertelephone calls on the main line. Direct calls to the proper individuals.
  • Collect, sort, and distributeincoming department mail and depositoutgoing mail. Preparematerials for individual and mass mailings by collating information and stuffing, addressing, and sorting envelopes according to postal service guidelines.

5% Fiscal Management
  • Selectand purchaseoffice supplies for the department and keeps a record of stocked items.
  • Contactvendors to gather information on specifications and prices for departmental purchases.

5% Website Management
  • Updateand maintainthe 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.
  • Ensurethat all directory information is up to date for each faculty member including making sure the most current CV is linked to their profile within the Health Sciences Directory.

5% Residency Program Support
  • Schedulemeeting rooms and providetechnology support for the Community Pharmacy residency meetings on a weekly basis.
  • Makearrangements for resident travel to professional meetings and assistwith travel reimbursements.
  • Assistin the accreditation process as needed for the pharmacy residency program to include collating required documents, photocopying, and preparing binders for submission.


Qualifications

  • Associate's degree in business administration, office management, or related field OR an equivalent combination of education and directly related experience.
  • A minimum of two (2) years of experience involving:
    • Related 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
  • Technical Competences: Displays expertise in Microsoft Word, Excel, Access, PowerPoint, Outlook, CMS website management, Live Text, SOLE, RxOutcomes, RxPortfolio, RxPreceptor. Displays proclivity for quickly learning new and updated technology.
  • Fiscal: Knowledge of University policies and procedures related to payment services and procurement when utilizing both WVU Foundation and State funds.
  • Office Management: Knowledge of professional office procedures, regulations, and personnel and administrative policies. Skill in operating office equipment and monitoring maintenance requirements.
  • Organization and Time Management: 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.
  • Independency: Ability to carry our assignments without detailed instruction in a timely manner. Ability to work independently with little instruction or supervision.
  • Communication: 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.
  • Dependability: 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.
  • Teamwork: 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.
  • Ethics: Treats people with respect; inspires the trust of others; works with integrity and ethically; upholds organizational values; maintains confidentiality of information contained in the daily course of work.
  • Adaptability: 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 the Department.
  • Professionalism: 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.

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Denver, CO

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