| Date: |
March 30, 2015 |
| Reports to (Job Title): |
Administrative Officer |
| Jobs Reporting (Job Titles): |
NA |
| Department: |
School of Pharmacy |
Location: |
Health Sciences Campus, School of Pharmacy |
Grade: |
USG 7
35 hr/wk
|
Primary Purpose
The Administrative Coordinator will provide support to the Experiential Coordinator Co-op, Community Service Learning Coordinator and the Director Continuing Professional Development and Distance Education to ensure smooth functioning of co-op work terms, community service learning milestone components and continuing and distance education activities. This will include implementing experiential processes through email,phone, experiential software and participation in meetings.
Key Accountabilities:
1. Student, Site, Coordinator and CPD Support (360 work terms per year, 300 CSL student activities and 1-6 CPD courses) Including but not limited to:
- Act as primary contact for students on co-op work terms, community service learning activites and triage issue to appropriate experiential person
- Triage of student and site issues to appropriate experiential team member
- Receipt and storage of student documents related to co-op and CSL, including recording data within experiential software
- Provide general support to students including information regarding policies, timelines, requirements and assessment tools
- Provide general support to sites, employers, community agency contacts regarding experiential processes and reminders re: due dates, application requirements etc.
- Provide general administrative support to Experiential Coordinator, CSL Coordinator and Director CPD and DE
- Entry of VIF forms into appropriate student illness tracking system
- Provide support for co-op and community agency recruitment activities
- Develop and maintain orientation material specific to co-op and CSL
- Prepare and update employer and community agency information packages and invitations
- Coordinate regional and individual site visits with respect to travel and tracking to ensure all sites are visited over 2-3 year time period
- Collect co-op supervisor list and coordinate with other Administrative Coordinator to submit complete list to library for e-library access
- Monitor "Phrexper" general e-mail inbox
- Manage correspondence with CPD program registrants, faculty and reviewers, including follow up with CEL, registration queries, accreditation processing, monitoring of "pharmCPD" email lnbox etc
- Track and communicate all pre-work term requirements for all work term sites
2. IT Support and Data Management Including but not limited to:
- Act as primary contact for students or sites if they have logistical issues with RxPreceptor, Charity Republic or LEARN software
- Develop and maintain expertise with respect to RxPreceptor, Charity Republic and LEARN for data entry and retrieval
- Maintain database of employers, supervisors and community agencies
- Manage tracking of students' pharmacy co-op requirements across all years (e.g. distribution, direct patient care)
- Manage tracking of students' completion of PDPHRM components, CECA evaluations and follow up on students missing co-op requirements to ensure compliance
- Develop reports of grades and student progress for experiential and CSL coordinator review
- Create tracking tools and reports for CPD programs, including expenses, budget, registration numbers
3. Event Planning, Communications, Marketing, and Finance Including but not limited to:
- Plan and execute experiential events such as CSL workshops, community agency meetings, student workshops
- Manage timelines for co-op interview cycles (various Round 1dates, Round 2 dates, Continuous dates); manage booking alternate SOP rooms and phones for interviews
- Assist in scheduling student/employer/supervisor visits, return-to-campus visits, etc
- Coordinate exhibit booths for experiential at conferences (e.g. CSHP PPC, OPA, etc.)
- Provide support to Experiential Coordinator, CSL Coordinator and Director CPD and DE in developing, maintaining or tracking activities in these areas
- Assist with marketing and communication efforts for multiple CPD initiatives, including website updating, development of promotional materials, booking of exhibit space where appropriate
- Assist with planning and delivery of live CE programs
- Assist Director, DE and CPD with market research and needs assessments
- Cross train and cover for other experiential Administrative Coordinator position
Position Requirements
Education:
university degree or equivalent post-secondary education and/or experience required, or several years senior administrative experience, preferably in an academic department
Experience:
experience in curriculum planning in a professional program environment highly preferred; significant experience interacting with external partners and other University departments
Technical:
extensive computer skills in all components of Microsoft Office and SharePoint
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Required |
Required |
Required |
RxPreceptor |
Nature and Scope
Interpersonal Skills:
Must have strong interpersonal and relationaship building skills and ability to interact with students, pharmacists, practice site managers, head office managers, faculty and staff.
Level of Responsibility:
Demonstrated ability to take initative, work independently and as a team member in a fast paced, challenging environment.
Decision-Making Authority:
Coordinates and resolves event-specific problems subject to available budgetary constraints. Makes decisions about processes and provides advice to students; refers students to senior administrator(s) when appropriate.
Physical and Sensory Demands:
Minimal physical demands typical of working in an office environment; periods of extensive sitting and concentrated use of visual senses; potential for multiple interruptions and distractions because office location.
Working Environment:
office based.
