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Admin Mgr Pract Exp TCOP

Posting Details

Position Information

Title Admin Mgr Pract Exp TCOP
Location TCOP
Department PHA Academic Operations
Position Number 1P9211
Job Description

Responsible for providing administrative office management support to the Assistant Dean of Clinical/ Senior Director/Director of Practice Experience. Under general supervision, manages the administrative staff for the Office of Practice Experience and their duties associated with administrative, fiscal, staff and faculty support, and planning activities, some of which require advanced or specialized knowledge and skills, such as specialized recordkeeping and database management specific to student and preceptor, schedules, records, data, and financial management including payment to preceptors and sites, and/or specified information-gathering projects and tasks. Oversees the coordination and facilitation of office administrative staff meetings, program functions, orientation sessions, and related records.

Job Duties

Responsibilities include but are not limited to overseeing the coordination and facilitation of administrative staff integration into the various program functions:

• Serves as a liaison with preceptors, students and faculty in the resolution of a variety of day-to-day operational matters concerning the experiential programs for the Doctor of Pharmacy Program
• Oversees and/or performs administrative and clerical support activities related to rotation scheduling, preceptor assignments, preceptor and student databases (E*Value, Record Tracker, and Certiphi), distribution of or access to related policies, forms or documents required by preceptors, students, or training sites
• Creation of various reports through the use of E*Value to ensure student and preceptor compliance including: Time Tracking, Biographical Data, etc.
• Facilitates the completion of and communications related to rotation site prerequisites including health records, tuberculosis (PPD test results) clearance, processing of criminal background checks, etc.
• Coordinates data entry and updating of preceptor, student and rotation information in E*Value
• Provides the support for immunization/screening record posting on Record Tracker
• Processes student evaluations with documentation as required for grades submission and assessment
• Provides and/or oversees support activities for the experiential program such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Organizes and maintains records (electronic and hard copy) as required to meet internal (faculty, program and TCoP) and external (accreditation) needs.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Assists with meeting site affiliation requirements including review and tracking of affiliation agreements, contracts, coordination of records required by sites for students (health screening, PPDs, criminal background checks, drug screens, health insurance, etc. ) and professional liability and other insurance requirements
• Responds to communications from students and answers questions; forwards certain communications to appropriate individuals
• Works on projects with the Directors of Practice Experience including, creation and preparation of affiliation site agreement, updates to the Practice Experience Manual, Preceptor Orientations, and other projects/assignments as assigned
• Assists the Directors of Practice Experience with special events and conferences
• Assists with the Experiential program including; sending out communications to students, coordinating individual meetings and keeping detailed records on experiential placements
• Communicate effectively and professionally with other College of Pharmacy offices, faculty, staff, students, preceptors, as well as others outside of the organization
• Maintains updated files on all students, preceptors, and sites
• Ability to adhere to timelines and deadlines through effective utilization of resources and time management
• Performs duties as assigned

Required Qualifications

• Bachelor’s Degree preferred
• Minimum of 3-5 years of experience in an executive-level office setting

Skills
• Leadership: An experienced team leader who can influencing and delegate
• Ability to initiate/manage cross-functional teams and multi-disciplinary projects.
• Critical thinking, decision making and problem solving skills
• Result oriented: Ability to achieve the target within given time
• Adaptability – Efficient under pressure, always meet deadlines
• Strong verbal, written, and interpersonal communication skills with the ability to work effectively with people at all levels
• Outstanding ability to manage multiple priorities and multitask
• Reliable, dependable and conscientious
• Ability to keep sensitive information confidential
• Proven record of organizational and coordinating skills
• Ability to work independently and as directed
• Ability to communicate effectively; both verbally and in writing
• Ability to plan for contingencies
• Demonstrated ability to maintain confidentiality
• Ability to create, compose, and edit written materials
• Skill in the use of personal computers and related software applications
• Ability to analyze and solve problems
• Ability to gather data, compile information, and prepare reports
• Records maintenance skills
• Database management skills (must master use of E*Value and Record Tracker and related reporting and data management skills)

Preferred Qualifications

Computer Skills
• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook
• Proficiency in E*Value software to manage preceptor, student, and site data
• Proficiency in Record Tracker to manage student records

Physical Demands

• Extensive time sitting and working on the computer

Special Conditions for Eligibility
EEO Statement

Touro College and University System is committed to providing all persons equal opportunity in education and employment, and to ensuring a safe and non-discriminatory educational and work environment in compliance with Title IX of the Higher Education Amendments of 1972 (“Title IX”), Title VI and Title VII of the Civil Rights Act of 1964, the Violence Against Women Act (“VAWA”), the New York State Education Law, and other applicable laws. It is the policy of the College to prohibit unlawful discrimination in employment and in the administration of College programs, services, activities, and admissions on the basis of race, religion, sex, color, national or ethnic origin, age, disability, sexual orientation, gender, pregnancy, veteran status, or any other status protected by law.

FLSA Exempt
Salary Detail Commensurate with Experience
Salary

Posting Detail Information

Posting Number S00127P
Desired Start Date
Position End Date (if temporary)
Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  3. How many years of Administrative support experience do you have?
    • 0-2
    • 3-5
    • 6-9
    • 10 or more

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcripts
  2. Letter of Recommendation