Administrative Assistant/Office & Budget Manager - School of Pharmacy

Posted - 6/6/2017

The University of Charleston School of Pharmacy’s primary mission is to prepare pharmacists who will provide comprehensive patient care, to advance the profession through research and advocacy, and to serve the community as leaders in rural health care. In order to fulfill our mission, our top priority is the creation of an environment and opportunities that stimulate our faculty, students and practitioners to learn, maintain and expand upon the knowledge, skills and attitudes necessary to meet the health care needs of the patients they serve.  

Under the general direction of the Dean of the School of Pharmacy, the Administrative Assistant/Office and Budget Manager provides administrative support to the Dean in a wide variety of areas including: special projects, budgets, correspondence development and dissemination, maintenance of the Dean’s calendar and problem solving for the day-to-day operations of the Dean’s Office. The incumbent provides administrative support to the Dean through office communications, independently identify issues or problems within specific management areas, research issues, prioritizes tasks and works independently with a high degree of confidentiality.  Duties include general clerical, receptionist, and project based work.  Additionally, this position provides clerical support to the Department of Pharmaceutical and Administrative Sciences.  The ability to work independently, project a positive and professional company image through in-person and telephone interactions is essential.  The ideal candidate must be well organized, have the ability to adapt to a dynamic environment, and enjoy the administrative challenges of supporting a small office of diverse people and projects.  The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, proactively, resourcefully and efficiently, with professionalism and the utmost confidentiality is required.  High level of strong written and verbal communication skills, strong decision making ability, and attention to detail are equally important.  The ability to act as an ambassador for the School of Pharmacy, both internally and externally is important.

This is a part-time position and the primary responsibilities include:

  • Work with a customer/public service orientation in a high-volume, busy environment, maintaining high professional standards; Ability to maintain confidence and effectively handle sensitive and confidential information. Communicate and interact effectively with visitors, faculty, students, staff, and product/vendor deliveries on a daily basis.
  • Coordinate all parts required to execute the Dean’s travel schedule (ex. registration, hotel accommodations, airline reservations, ground transportation, etc.). Includes travel information on Dean’s calendar and works with Assistant to the Dean/Communication Coordinator to ensure travel arrangements are seamless.
  • Maintain hard copy, electronic filing system, and School of Pharmacy contacts.  Updates mailing list spreadsheets (donors, Scripts, Christmas cards, pharmacy school deans, preceptors, etc.) to ensure for accuracy and current status.
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing. 
  • Work with the Dean to maintain budgets for the Academic Support division, as well as, other divisions of the School of Pharmacy.  Reconcile budget items with Budget Summary Report.
  • Print reports, determine financial trends, generate and execute purchase order requests, requisitions, etc. and maintains detailed supporting files;  
  • Responsible for coordinating the ordering of office and lab equipment, furniture, capital expenditures, and office supplies for all divisions of the School of Pharmacy; manage office supplies for Academic Support; report operational issues to appropriate vendor(s); procures the supplies and maintenance of copier machines in the pharmacy building and the issuance of copy codes for SOP members.
  • Responsible for placing and following-up all work orders/requests associated with the School of Pharmacy building;
  • Responsible for maintaining key assignments, building plans, room assignments, and supporting documentation/reporting for the School of Pharmacy building upon approval by the Dean.
  • Arrangement and coordination of the Dean’s and/or School’s sponsored events, luncheons, receptions, dinners, recognition activities, conferences and/or meetings (ex. Birthday celebrations, educational seminars) etc. in conjunction with the Assistant to the Dean/Communications Coordinator.
  • Works as a back-up to the Assistant to the Dean/Communications Coordinator to accurately record the transactions of official meetings and disseminate minutes to appropriate parties, maintain the Dean’s calendar for scheduling of meetings, appointments, events, travel, etc.  .
  • Receive and place telephone calls to institutional clients and prospective students, as necessary.
  • Generate official and alumni communications on behalf of the Office of the Dean to external constituents (ex. Licensure certification, enrollment verification, etc.)
  • When requested, assist the Assistant Dean for Professional and Student Affairs with data entry of sensitive and confidential student information during peak times such as admissions cycle, etc.
  • Supervise work study students as needed.
  • Maintain confidentiality and discretion regarding School’s business and files.
  • Work independently on special projects as requested by the Dean. 

Applicants should have the following qualifications: 

  • High School Diploma (college experience and/or degree preferred)
  • 2 years of administrative assistant support
  • Excellent organizational skills
  • Orientation to paying attention to detail
  • Analyzing and problem solving ability
  • The ability to successfully create and/or modify processes as needed
  • Effective written and oral communication skills
  • A strong working ability to effectively utilize Microsoft Office Outlook, Word, and Excel
  • The ability to work well with all levels of personnel, internally and externally is a must. 
  • Familiarity with Mac products and operating systems is considered a plus

Interested applicants should submit a cover letter, resume, and contact information for three references to: 

University of Charleston School of Pharmacy
Audrey Adair
2300 MacCorkle Avenue, S.E.
Charleston, WV  25304

The University of Charleston is an Equal Opportunity Employer.