Administrative Assistant

Overview:
Reporting to the Administrative Officer, the Administrative Assistant provides administrative services for the operation of the School of Pharmacy. Primary responsibilities are to provide administrative support to the Hallman Director; Associate Director, Practice-Based Education; the Associate Director of Development and Alumni Affairs and the Administrative Officer. As a support position for such senior administrative people within the School, the Administrative Assistant must be able to function and think at a high level as well as to ensure that the many details required for such support are properly considered and resolved without error. Public relations duties in this position require a high level of sensitivity and judgment regarding the diverse, evolving nature of the School of Pharmacy, the related resources, and community relationships.

**Responsibilities**:
Provides administrative support for the Senior Management Team, including:

- Facilitates documentation associated with search committees including all activity relating to the hiring process from the beginning up to and including the preparation of the UARC document for approval
- Responsible for the co-ordination and compilation of submissions for tenure and promotion for faculty to ensure dossiers are complete, presented in the proper format and within deadlines set by the Dean of Science
- Responsible for coordination of merit information which involves collection of relevant information and preparation of summary forms, preparation of binder for members of the review committee, summarize merit ratings in a database for submission with final documentation to the Dean of Science
- Manages all administrative aspects of appointments for faculty, co-funded faculty, post-doctoral fellows, research associates, sessional appointments, and adjunct appointments including reappointments and changes in rank or position
- Other duties as assigned

Provides administrative support for the Senior Management Team, including:

- Independently drafts correspondence letters, memos, and other follow-up required by the School of Pharmacy team
- Handles management of the itineraries of the Senior Management Team; determines nature of request and schedules the appropriate time or person as appropriate
- As required, makes necessary arrangements for meetings (scheduling, AV, refreshments, etc.)
- Manages queries and requests for information, bringing priority matters to the attention of the
School of Pharmacy Senior Administrative Team
- Assists in the preparation of documentation and presentations for internal and external audiences related to the School of Pharmacy
- Maintains statistical information for the School for use in accreditations, annual reports, including course critique data for all faculty and teaching staff
- Assists with arrangements for receptions and functions hosted by the School of Pharmacy

Acts as back up to the Administrative Officer, taking on responsibilities during the Administrative Officer’s absences and assisting during frequent peak times. In addition, the Administrative Assistant provides administrative support to the AO, including:

- Ensuring consistency with implementation and compliance with UW policies and procedures.
- Schedules various School meetings as assigned by the Administrative Officer. This involves sending out the agenda and recording minutes from the meeting and distributing to members of the School and maintaining a file of minutes and motions from meetings for reference
- Assists the Administrative Officer with School and University space utilization reports.

Other duties as assigned, including:

- Performs research on the web and other systems for requested information
- Maintains the School’s web site with respect to faculty and staff information pages. Creates and maintains databases to track faculty, post docs, research associates, graduates, committee memberships, etc.
- Assists with all mid-term and final exam copying
- Provides backup and assistance for OSCE activity
- Provides assistance with assigning and managing exam proctoring activity
- Provides backup for the receptionist position including lunch hours and vacation time
- Coordinates faculty professional allowance forms and checks for accuracy and adherence to University policies prior to submission to the Financial Officer
- Performs monthly account reconciliation and verifies expense records and back-up documentation using Impromptu web reporting systems
- Coordinates monthly telephone bills and other chargeback activity that relates to research
- Coordinates travel arrangements, travel claims, purchase orders, casual payments, and other administrative services.

Qualifications:

- Undergraduate degree preferred or equivalent education and/or experience
- 3-5 years administrative experience in an academic environment; demonstrated experience with minute taking
- Experience with website management tools, database, and FORE an asset