Coordinator for Pharmacy (Pharmacy Practice and Pharmacy Sciences)

Position Summary:

The Coordinator position provides administrative support to the Pharmacy program, specifically to the Department of Pharmacy Practice Chair, the Department of Pharmacy Sciences Chair, and the Pharmacy Program Director. This position performs complex, diversified, and confidential administrative duties.  This includes obtaining equipment, services, and supplies needed by the departments, and assisting with special events. This position provides clerical support to the Pharmacy Chairs and Director such as composing and preparing a variety of information, including memos, letters, and reports that may be time sensitive, scheduling meetings, appointments, and events.  The position supports the budget management of the assigned areas to include overseeing p-card expenses, processes invoices, expense reimbursements, direct payment requests, and makes travel arrangements. This role will attend and take minutes at the two Department meetings, the Curriculum Committee meetings, and assist with accreditation documents. Additional duties as assigned.

Essesntial Functions:

35% of Responsibilities

• Supports budget management by tracking multiple accounts to include Pharmacy Practice, Pharmacy Sciences, Pharmacy Program Director, Faculty Development Funds, Experiential Funds, Skills Lab Funds, MTM Center, DI Center, and Residency Budget, and monitors 3 budgets for the Phoenix Pharmacy Practice location (Phoenix Skills Lab, Phoenix Clinical Education – Experiential, and Phoenix Pharmacy Budget).  


• Supports faculty members with their faculty development dollars by dividing up the amount in the budget and assigns the development funds to the faculty members, tracks expenses, and assists in either reimbursing the faculty member for the expense or putting the expense on the departmental credit card.  Tracks monthly expenses of faculty credit cards and ensures they are submitted to the business service center.


• Approve all budgets, then send to the Chairs for final approval prior to the beginning of the fiscal year.  

35% of Responsibilities

• Coordinate 2 certificate courses offered through the American Pharmacists Association. This involves enrolling students, collecting fees, and dispersing them to APhA.  Tracks student progress to ensure they have completed their work and are advancing through the system as necessary. 


• Coordinates and supports Teaching Certificate Program for PGY-1 residents.  This involves registering students, collecting fees, and working with DoIT to be sure they all have functioning NetID’s. 


• Coordinates and schedules annual faculty evaluation sessions to include collecting course/instructor evaluations and send to the involved parties a week prior to their evaluation. 


• Coordinates Distance and Phoenix Pathways support services to include planning and scheduling summer lunches and meetings with faculty and students.

30% of Responsibilities

• Provides general administrative support to Pharmacy Chairs and Program Director.  Schedules meetings and appointments for Department Chairs, and Program Director. Schedule monthly department meetings. Responsible for taking minutes from the department meetings and Curriculum Committee. Arrange Department Chairs, Program Director, and faculty travel, as needed.  Assist with processing p-card expenses, invoices, reimbursements, and other budget management tasks.


• Assist with accreditation documents and reports and tracking the program assessment plan annually. 


• Coordinates schedules and interview documents for faculty candidate interviews to include travel and meals, as needed.  Assists with orientation of new faculty.


• Coordinates celebratory activities including graduation & retirement receptions, holiday parties, and others as they are needed.


• Coordinates external conferences to include food, lodging, other payments.

Education & Experience:

• High school diploma or equivalent required.


• Associate degree preferred. 


• 6 years' administrative and/or office management experience.


• Proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook, Teams along with Zoom

Knowledge Skills, and Abilities:

• Ability to be flexible and able to adjust and complete tasks on their own with little or no supervision. 


• Excellent communications skills, both written and verbal.


• Ability to reflect University values when communicating (via all means) with internal and external constituents.


• Excellent organizational skills.


• Ability to use all of Office 365 components at a high level.


• Ability to manage multiple budgets affiliated with the departments.


• Trained in the use of Visa Spend Clarity (Creighton program for credit card payments).