Administrative Assistant Temporary Assignment

Job Description Summary
Provide administrative support to the Office of Experiential Education in the School of Pharmacy. Respond to phone email and inperson inquiries. Collect materials from Experiential Educators to use in appointment consideration and preparation for review. Assist with background checks and immunizations required for placement at experiential sites and report status/progress to other executive staff. Assist and coordinate events as needed. Process PCard transactions and purchases as requested for Experiential Education Office support items. Other duties as assigned. This position is located at the Irvine Rinker Campus in Irvine.

Responsibilities
Provide administrative support to Experiential Education Office: Provide administrative and logistical functions of school. Respond to internal and external inquiries and requests for information providing excellent customer service in a timely manner. Compile information for newsletters inputting into the online newsletter system and distributing to School of Pharmacy stakeholders. Assist the Director with Continuing Professional Development CPD functions of the Experiential Education Office including scheduling events/programs and completing documentation for continuing education programs. Process purchases and payments through PeopleSoft when needed. Maintain and submit records for departmental Pcards and input information into the online system to reconcile purchases. Prepare routine and nonroutine correspondence on behalf of the supervisor. Assist with departmental staff searches including gathering information and transferring to spreadsheets creating and maintaining search folders in SharePoint and uploading documents into respective folders emailing communications to candidates and uploading pertinent information into search folder. Assist with Experiential Rotations: Coordinate Experiential Educational Appointment process collect materials from Experiential Educators for use in appointment consideration and preparation for School of Pharmacy review manage and track background checks and appointment letters. Manage communications with student pharmacists through Core Elms message center and gather information for the completion of student pharmacist records and assignments. Process update requests in Core Elms software Assist with Introductory Pharmacy Practice Experience IPPE and Advanced Pharmacy Practice Experience APPE student pharmacist experiential placements by : Entering preceptor availability and specific requirements and information related to experiential experience Managing the list of site requirements for students and make changes when requested. Prepare reports tracking student adherence to site/ School of Pharmacy specific requirements. Prepare reports tracking timely completion of experiential course assignments and site/preceptor evaluations. Prepare reports using Core Elms software as requested by the Office of Experiential Education team members Corresponding with students and preceptors as requested to keep them updated regarding Experiential Education information. Assist with the revisions to the Experiential Education Student and APPE handbooks. Coordinate special events meetings and projects: Assist with special projects and/or events such as Experiential Education and student orientation accreditation site visit events other accreditation activities graduation preceptor fair preceptor appreciation dinner etc. including room reservations catering ordering supplies and other arrangements when needed. Schedule meetings prepare agendas and record minutes at Office of Experiential Education Huddle and EEAC meetings. Coordinate guest schedules including calendaring venue or room reservations parking permits and preparing and sending itineraries.

Required Qualifications
A minimum of two years of demonstrated professional experience in related functions preferably in higher education. Proven ability to carry out duties in a timely manner Proven ability to reason prioritize problemsolve and communicate logically Experience carrying out duties when faced with interruptions distractions and a fluctuating workload Skills for basic arithmetic and calculation skills Technical skills to learn and use enterprise systems and departmental tools. Excellent computer skills in word processing excel spreadsheets Internet and electronic mail with the ability to set up and maintain a database Working knowledge of PeopleSoft. Experience using standard office equipment such as copier fax and calculator. Strong organizational skills to maintain office files schedule calendar and coordinate logistics for meetings and special events including publications media services and catering. Clear and understandable speech to disseminate information and forward messages thoroughly and appropriately. Demonstrate effective clear and businesslike written and oral communications including solid editing and proofreading skills. Experience taking concise and accurate meeting minutes. Excellent interpersonal skills with diverse groups and individuals at all organizational levels both inside and outside the University. Excellent problemsolving skills. Ability to use tact and diplomacy and maintain high confidentiality. Strong commitment to teamwork. Serviceoriented with the ability to maintain a pleasant and helpful attitude.