Program Assistant I - Student Affairs/School of Pharmacy

The School of Pharmacy at West Virginia University is currently accepting applications for a Program Assistant I with the Department of Student Affairs.

About the Opportunity

This position serves as the initial visual, and auditory contact for prospective and current students and their families, alumni, employers, government agencies, and faculty, staff, and administrators of WVU and other institutions of higher education. As such, the position will have significant impact on the first impression these parties have of the School of Pharmacy.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs
  

What You'll Do

• Inputs and retrieves Pharm.D. candidate information using WebAdmit. Sends information to Pharm.D candidates using WebAdmit. Confirms applicant interviews.
• Researches, collects data and creates weekly newsletters for the school and distributes to students, faculty, staff, administrators, and other HSC student affairs administrators. Serves as the SOLE administrator to maintain school calendar, weekly newsletter, community service hours, residency and fellowship webinars, application deadline information, schedules, individual student organizations information, student travel fund request documents, etc.
• Provides direct administrative support to the Associate Dean to include scheduling meetings, maintaining calendar, completing form letters, and making simple modifications according to specific instructions. Prepares and disperses any necessary correspondence as requested by students and approved by office policy or the Associate Dean that relates to academic or post-graduation subject matters (required licensure documents, Certiphi background checks, pharmacy education and intern experience, letters of enrollment and good standing, etc).
• Works with the Associate Dean of Admissions and Student Affairs to submit graduate tuition waivers and tuition scholarships.
• Receives and greet visitors to the Office of Admissions and Student Affairs, determines nature of visit, and direct visitors to the appropriate staff member or department and answer general questions of visitors.
• Answers main telephone line for the Office of Admissions and Student Affairs, screens calls, transfers, and routes calls to appropriate individuals, and communicate messages to faculty, staff, and students. Responds to telephone messages. Responds to email and written communications from students, faculty, staff, all disciplines of HSC and the general public and others.
• Maintains master student database, and multiple sub-databases containing sensitive and confidential student information including, but not limited to professional and academic performance, community service records, criminal background check results, post-graduation employment and residency rates, and residency fair database.
• Creates reports, tables, charts, graphs, or other statistical analysis products from the master file for review by the Dean, Associate Dean, and appropriate SOP Committees (e.g., Academic Standards Committee, Admissions Committee), maintaining strict confidentiality and security in distribution.
• Orders catering/hospitality refreshments for in person applicant interviews. Manages the distribution of first-year packets for accepted applicants.
• Notarizes documents for students, faculty and staff pertaining to Admissions and Student Affairs.
• Generates documents and mailings as requested by the Associate Dean and the Program Coordinator using multiple computer software programs, e.g., Dean's List and President's list letters, class rankings, etc.
• Maintains HSC locker assignments for all SoP Pharm.D. students and visiting students from Oman.
• Files and/or categorizes documents. Locates and removes material from files as directed by the Associate Dean, and Program Coordinator. Reviews files for accuracy/currency and destroys that information which is no longer needed in files.
• Accepts packages and deliveries.
• Distributes incoming mail to office staff and student organizations' mailboxes.
• Responsible for office supply inventory and purchasing of supplies, as needed.
• Student Organization Administration:

• Processes travel reimbursements for Pharm.D. students, PhD students, individual delegates, and student organizations utilizing both the WVU State and WVU Foundation Chrome River platforms and both WV State and WVU Foundation fund accounts. Responsible for WV State and WVU Foundation purchasing card expenses and the reconciliation processes.

• Assists student organizations with event and space scheduling within the HSC.

• Assists in coordinating student organization recruitment events, fundraisers, celebrations, and activities and providing mechanisms for disseminating information about and for these organizations.

• Schedules appropriate space for these events and programs.
• Assists in communicating program and student related information within the SoP, Health Sciences Center, and University.
• Orders catering meals for student organizations' president's monthly meetings and other special events.
• Submits work orders for student organizations' fundraisers, awareness events, guest speakers, etc. Plans, schedules, and requests classroom features every semester for Dean's hour presentations, lectures, and student organizations special events using WVU Facilities scheduling portal 25Live, and HC MDTV IT.
• Assists Program Specialist in preparing for and conducting ceremonies (e.g., New Student Orientation, white coat Ceremony, Bowl of Hygeia Ceremony, May Commencement) and special events. Attends and assists with evening and weekend events. Manages the sizing, ordering and distribution of white coats for the P-1 class White Coat Ceremony.
• Cross-train with other staff members in the office and perform other routine tasks on a regular basis and other duties as assigned.

• Provides other general administrative activities in collaboration with administrative staff colleagues related to the daily operations of the School of Pharmacy including (but not limited to) mail pick-up/distribution, and telephone support, as needed.

  Pay Grade: 12

• Associate degree or equivalent and education
• A minimum of six (6) months of experience in the following:
  • Experience in higher education
  • Administrative support duties
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
  

Knowledge, Skills and Abilities

* Ability to operate standard office equipment (e.g., desktop computer, copier, scanner, fax machine, document shredder, calculator, etc.). Demonstrated ability to type with speed and accuracy.
* Demonstrated ability to operate a personal computer utilizing a variety of word processing and database packages.
* Demonstrated organizational and time management skills required to manage multiple projects, reports, requests, and workload with the ability to prioritize and meet established deadlines.
* Ability to promote a positive and open communication and relationship-building within the Office of Admissions and Student Affairs and with other departments, internal/external groups, and other individuals.
* Ability to communicate effectively in written and spoken English.
* Demonstrated knowledge of office methods procedures, practices, and protocol.
* Ability to learn and effectively apply University and School of Pharmacy policies, procedures and guidelines.
* Ability to rapidly learn the required curriculum of various School of Pharmacy programs.
* Knowledge of the School of Pharmacy's professional structure, student organizations, and support services.
* Demonstrated ability to apply judgement, discretion, and initiative in the work environment in a variety of subjects, projects and/or programs.
* Ability to comprehend and follow complex oral and written instructions.
* Ability to maintain confidentiality.
* Ability to maintain proper unit attendance and punctuality standards.
* Ability to work as part of a team dedicated to success and excellence.
* Ability to work independently with minimal supervision.
* Demonstrated ability to perform clerical duties such as filing in alpha, numeric, or chronological order, performing mathematical calculations, and taking clear and concise messages from visitors and callers.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.