Administrative Assistant, College of Pharmacy

The Sullivan University System - Louisville, KY

30+ days ago
Are you looking for the chance to learn, grow, and make a contribution to the community? If so, you’ll want to join an organization that is truly committed to making a difference. The Sullivan University System offers post-secondary educational opportunities in a variety of disciplines through its many campuses to prepare students for employment in high-need career fields. At The Sullivan University System, you’ll find a host of career opportunities, an environment that values creativity, a work experience that is both challenging and rewarding, and an organization that values people.

We offer a generous benefits package, a competitive salary, comprehensive training, tuition reimbursement and a professional work environment.

The Sullivan University System has been named one of the Best Places to Work for three years in a row, because we truly believe you don’t need to choose between making a living and making a difference.

We are currently looking for a full-time Administrative Assistant for the College of Pharmacy. The Administrative Assistant reports directly to the Assistant Dean/Department Chair for Clinical and Administrative Sciences (CAS) and shall coordinate and manage office activities for the Department by providing administrative support to the Chair, Vice-Chair, and faculty. The position supports the following areas within the CAS department: Post-Graduate Residency Programs, Teaching Certificate Program, and Pharmacy Technician Program.

Responsibilities of the position include:
Manages CAS budget.
Manages CAS faculty records and files in conjunction with the Executive Assistant to the Dean.
Serves as a liaison between the Assistant Dean/Chair, faculty, and students.
Supports guest/adjunct lecturers including maintaining required documentation, classroom and LMS set-up and processing of payments.
Manages the logistics of the student evaluation process for didactic coursework.
Maintains a high level of customer service and professionalism.
Receptionist for the assigned work area for walk-ins, e-mail, and phone calls.
Supports the arrangement of travel and meetings, to include itinerary preparation, expense reports, flight and hotel scheduling, meal arrangements, etc.
Schedules appointments and maintains calendar(s).
Communicates with internal and external constituents.
Maintains confidential and sensitive information.
Compiles, processes, and manages data and documents.
Serves on committees as appointed; creates meeting agendas, takes meeting minutes, and distributes minutes to attendees.
Works with others to ensure coordination of day-to-day activities of the College. This may include cross-training and coverage of other areas.
Serves as an exam proctor as workload allows.
Distributes correspondence/mail.
Supports events and activities.
Performs other duties as assigned.

Requirements of the position include:
Minimum of Associate Degree.
Two years of related experience.
An equivalent combination of education and work experience may be considered.
Ability to work collaboratively with all internal and external stakeholders.
Proficiency in Microsoft Office suite or Office365.
Ability to develop proficiency in job related technology and software platforms .
Ability to proficiently use standard office equipment, including copier, scanner, telephone and fax.
Familiarity with shipping and mailing services such as UPS, FedEx, and USPS.
Highly organized and detail-oriented with the ability to create and maintain an accurate filing system and work with purchasing, record-keeping, and budgeting.
Strong communication (verbal and written) and multi-tasking skills.
Ability to present a professional appearance and maintain composure in a stressful environment.
Ability to maintain confidential and sensitive information (e.g., HIPAA or FERPA).
Flexibility of workstation and schedule.
Ability to maintain concentration and attention to detail when working for extended periods of time.
Ability to sit and stand for extended periods of time and ability to walk as needed around assigned work areas.
Must be able to hear and speak well enough to communicate in person and on the telephone with prospective and current students and alumni, faculty, staff, and community and agency representatives.
Ability to bend, lift items weighing up to 20 lbs., stoop, push and pull as needed in using, troubleshooting and maintenance of equipment and supplies

This job description lists the major responsibilities of the job title listed. By no means is the job limited only to the responsibilities listed. Cooperation between employees is expected during periods of heavier than normal workloads and revisions to these duties on either a temporary or permanent basis is possible.

The Sullivan University System is an Equal Opportunity Employer.