Assistant to the Dean- AZ- College of Pharmacy

Summary

The Assistant to the Dean is a staff position responsible for assisting the Dean of the College of Pharmacy in the implementation of the activities of the College and the Office of the Dean. The Assistant to the Dean should have the ability to work independently on projects assigned by the Dean and produce exemplary work on these projects.

Essential Duties and Responsibilities

Project and Data Management:

• Work independently on special projects assigned by the COP Dean with little or no supervision including but not limited to assisting in coordination of the College Executive Team College meetings and certain College committee activities.
• Assist in updating and maintaining all College social media accounts and websites.
• Assist in the creation of course and faculty teaching evaluations.
• Assisting with and supporting the Colleges faculty advisor program.
• Work in conjunction with the Associate Deans in preparing the annual College Catalog.
• Assist each year with New Student Orientation White Coat Ceremony College retreats Pinning Commencement ceremonies and any other events coordinated by the College.
• Assisting with career support (Career Expo Interview Days) and alumni events.
• All other duties as assigned by the Dean.

Accreditation:

• Assist the Dean and Associate Deans with the collection organization and maintenance of accreditation documents and data.
• Assist in the preparation of ACPE Self Studies Interim Reports and correspondence.
• Create the meeting agenda for site visits and arrange and reserve meeting rooms and food.

Admissions:

• Assist with the admissions efforts on both campuses and the updating of Dual Acceptance Programs as needed.
• Collaborate with the Office of Admissions and the Associate Dean of Professional Affairs to enhance student recruitment efforts.
• Assist during on campus student recruitment events.

Event Management/Assistance:

• Oversee overall graduation process and supervise graduation-related tasks and organize/coordinate the Graduation Reception. This will require working closely with the Associate Deans and designated administrative assistants.
• Assist other College administrative assistants in coordinating special Departmental events/projects (New Student Orientation White Coat Ceremony Pinning Ceremony etc.).
• Work with Student Organizations to facilitate proper adherence to University budget guidelines for events/conferences and reimbursement.

Personnel and General Administrative Office Support:

• Maintain confidentiality: handle all sensitive student/faculty/staff information with the highest level of discretion and ensure confidentiality is upheld in all communications.
• Secure information handling: safeguard and manage confidential documents files and records ensuring they are properly stored and disposed of in accordance with MWU and COP policies and protocols.
• Promote good working relationships with all MWU personnel other colleges and external entities.
• Arrange administrative meetings for the Dean.
• Prepare letters of recommendation personal correspondence or letters of support from the Dean.
• Process Concur expense reports credit card reconciliation e-checks purchase requisitions and other related financial tasks for the Dean.
• Greet and assist students and visitors to the College of Pharmacy Deans Office in person via telephone and email.
• Maintain Deans Office administrative files and records necessary for proper oversight.
• Maintain the Deans Outlook calendar.
• Help facilitate approval of COP check requests purchase requisitions and supply orders.
• Be well-informed of University/College policies and procedures and assist faculty staff and students in understanding and following these policies and procedures.
• All other duties as assigned by the Dean.

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular predictable in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Qualifications

Ability to read analyze and interpret the most complex to respond effectively to the most sensitive inquiries or to write speeches letters and articles using original or innovative techniques or to manage the timeline for all functions of the COP Deans Office so all tasks and events are completed in a quality professional manner.

Education and/or Experience

A bachelors degree is required. At least 5 years of related administrative experience required. Previous higher education experience preferred. Must have excellent organization communication and interpersonal skills with the ability to think strategically. Must be highly detailed and organized.

Computer Skills

Computer proficiency in MS Office (Word Excel PowerPoint and Outlook) required. Computer proficiency in managing and hosting MS Teams meetings is required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand walk sit use hands to finger handle or feel; and talk and employee is occasionally required to reach with hands and arms; climb or balance; and stoop kneel crouch or employee must occasionally lift and/or move up to 25 vision abilities required by this job include close vision distance vision color vision and ability to adjust accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Midwestern University is a private not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses one in Downers Grove Illinois and the other in Glendale Arizona. More than 6000 full-time students are enrolled in graduate programs in osteopathic medicine dentistry pharmacy physician assistant studies physical therapy occupational therapy nurse anesthesia cardiovascular perfusion podiatry optometry clinical psychology speech language pathology biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning respect for all members of the health care team service interdisciplinary scholarly activity and personal growth.

We offer a comprehensive benefits package that includes medical dental and vision insurance plans as well as life insurance short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holidays sick/flex days personal days and vacation days. We offer a 403(b) retirement plan tuition reimbursement child care subsidy reimbursement program identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions gender identity; and sexual orientation); marital status; age; disability; citizenship; past current or prospective service in the uniformed services; genetic information; or any other protected class in accord with all federal state and local laws and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Required Experience:

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