Administrative Services Coordinator - College of Pharmacy

The Administrative Services Coordinator will contribute to the success of the College of Pharmacy Department of Pharmacy Practice and Science by providing administrative support for the department’s daily operations and assisting department faculty with administrative tasks related to course management. This position may require advanced knowledge and expertise in specific administrative functions, software, and course management programs. Independent judgment and initiative are required to plan, prioritize, and organize varied workloads. 

The College of Pharmacy is driven to provide the highest quality of education for the next generation of leaders in pharmacy practice and pharmaceutical sciences. The department of Pharmacy Practice and Science offers the creation of new knowledge through scientific discovery and practice innovation. Clinical faculty make up the largest group of this department, delivering instruction to the Doctor of Pharmacy program and providing professional service activities that range from clinical practice to leadership positions in national and state organizations. Faculty are also involved in public service activities such as the UI Mobile Clinic. 

Health Services Research faculty are also housed in this department. They examine and identify the most effective ways to organize, manage, finance, and deliver high-quality care, reduce medical errors, and improve patient safety. Health Services Research also offers a PhD program using an interdisciplinary approach to study behavior and choices in health care with an economics and social-psychological theoretical basis.

This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location. 

Key Areas of Responsibility 

Operational Support and Management

• Provide operational and administrative support for the daily operations of the Department of Pharmacy Practice and Science, which includes approximately seventy-five faculty, staff, graduate students, and residents.
• Provide general operational support and management, such as: greeting visitors, opening, distributing, and processing departmental mail; composing and sending correspondence and in-person communication to answer questions and inquiries or refer to appropriate other areas for assistance.
• Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.
• Assist with the coordination of annual reviews, promotions, residency programs, and the resident educators’ program.

Financial Responsibility

• Assist the Department Administrator with payment processing.
• Initiate purchases for events and programs and complete monthly reconciliation of personal Procurement Card vouchers.
• Manage monthly invoices for office machines and run usage reports.

Strategic Planning

• Understand and adhere to the Mission, Vision, and Core Values of the College of Pharmacy.
• May assist in the coordination and preparation of the College of Pharmacy’s and/or PPS department strategic plan. 

Information Management

• Manage departmental list serves, other tracking systems and computer drives.
• Coordinate faculty CV information and enter university-wide database, as needed.
• Generate a variety of reports as requested by Department Chair.
• Develop and review departmental informational materials for distribution.

Communication Management

• Serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
• Compose and distribute email announcements to the department.
• Serve as a liaison between department and other service departments within the university using a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.
• Maintain a positive and productive environment and working relationships with a diverse team of faculty, staff, graduate students, and residents, as well as other university colleges and departments, and the public. 

Human Resources (HR)

• May support faculty and staff hiring process, such as: correspondence with candidates, make travel arrangements, and coordinate interview schedules.
• Assist with new departmental employee on-boarding process and manage exit checklists.
• May supervise student employees.
• Manage entry of performance evaluations, reappointment letters and other faculty lifecycle documentation into the university Faculty Review Application (FRAP) system.

For a complete job description, please contact Libby Kleppe at libby-kleppe@uiowa.edu