Administrative Coordinator- IL- College of Pharmacy

Summary

The Administrative Coordinator in the College of Pharmacy Downers Grove Campus (CPDG) plays a pivotal role in supporting the Dean and Faculty at the Downers Grove campus. This position is dedicated to delivering exceptional administrative and office support ensuring the smooth operation of academic and faculty activities. Key responsibilities include monitor communication channels coordinating schedules organizing meetings and special events preparing reports and maintaining academic records. The role requires a proactive approach to problem-solving exceptional organizational skills and the ability to handle multiple priorities with a high degree of professionalism. This position reports to the Dean of the College of Pharmacy.

Essential Duties and Responsibilities

General Office Support:

• Greet and assist visitors and answer phone calls/assist callers for the CPDG Deans Office
• Support College of Pharmacy (COP) pages on Canvas and MWU/COP websites
• Oversee and organize the confidential filing system for student files graduate files and any additional files in the CPDG Deans Office
• Order office supplies
• Perform check requests purchase orders etc. as needed
• Collaborate with staff on the Glendale Campus on projects and provide administrative support as needed
• Assist in the student and course evaluation process
• Communicate with external entities and affiliated groups
• Arrange for credit card payments as needed and provide documentation to pay and reconcile payments at the end of the month
• Other duties as assigned

Support to Dean and Associate Deans:

• Maintain calendar and schedule appointments for Dean and Associate Deans
• Coordinate meeting and travel arrangements for Dean Associate Deans and other faculty/staff as needed
• Complete and/or review Concur expense reports for Deans Office and students as needed
• Coordinate and process faculty joint appointment letters with other Colleges
• Coordinate updates for the catalog and website for the COP
• Organize maintain and complete the graduation document archive for graduation clearance
• Gather intramural grant data and write letters to faculty
• Take notes and write meeting minutes for COP Executive Team meetings
• Assist in the admissions process as needed
• Other duties as assigned

Student Support:

• Track COP decelerated students or students on a leave of absence
• Assist with processing student withdrawals from COP programs
• Assist with tracking re-examinations in COP courses
• Create and send letters of notification to students who receive the COP Deans List scholarships and other awards
• Maintain communications with students and faculty regarding schedules presentations examinations etc.
• Other duties as assigned

COP Event Planning:

• Assist with planning CPDG graduation including recruiting volunteers verifying graduates communicating with volunteers and graduates
• Assist with planning CPDG graduation reception and other events (White Coat Ceremony Scholarship Gala etc.)
• Order graduate gifts
• Assist with planning MWU-COP Career Expo and Interview Days

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. Must be able to work in a constant state of alertness and safe manner and have regular predictable in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED and 5-7 years administrative support experience required. Bachelors degree desired. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills

Computer proficiency in MS Office (Word Excel Outlook Power Point and Teams) and database management. Intermediate to advanced knowledge of MS Office Word and Excel preferred.

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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 occasionally required to sit. The employee is regularly required to walk climb or balance stoop kneel crouch or crawl taste and smell. The employee is frequently required to stand use hands to handle or feel reach with hands and arms talk and hear. The employee must regularly lift and /or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

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. 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 healthcare 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 accounts. We offer a work-life balance with a competitive time off package including paid holidays sick/flex days personal days and vacation days. We offer a 403(b)-retirement plan tuition reimbursement childcare 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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