**29868BR** **Job Title:** Administrative Associate Sr **Department:** School of Pharmacy **Primary Campus:** University of Kansas Lawrence Campus **Job Description:** **50% Office Support and Scheduling** + Serve as the receptionist for the main OEE suite within the School of Pharmacy, to assist with walk-in requests, phone calls and emails. Serve as a point of contact for some internal offices including IT and facilities. Collect and distribute incoming and outgoing mail, packages, and create shipping labels and orders office supplies as needed. Assist with scanning, copying and faxing as needed. + Confirms courses have been taken by students to meet requirements. Files transcripts when received for verification. Verifies admissions paperwork has been received and is filled out appropriately. Confirms appropriate liability insurance and intern licensure has been completed for the 500 preceptor sites around the area. + Assist with travel coordination for faculty, staff, students, and guests. Coordinates as needed preceptor travel or if a student has to travel to another state to do their rotation. Will also assist with housing arrangements for students during the rotation phase as needed (especially when student is going to be outside current residential area.) Also assists staff, faculty and students with travel arrangements for meetings in the state or nationally. Handles requests from students and guests for parking passes and admission interview process. + Arranges Kansas licensure for all students prior to rotations. If the students goes out of state for the rotation, organizes finger printing needs to be done by KU Police for licensures in that state. Responsible for knowledge and any interaction with State Board of Licensures as needed. + Help manage departmental resources, office space inventory, maintain visual monitors including electronic student resources + Assist in management of the scheduling of OEE meetings and events including site visits and board meetings, and accreditation documentation + Database entry and maintenance of student and preceptor profiles in the experiential education software, (RxPreceptor/Core ELMS) Monitor student records to ensure experiential program requirements are maintained (e.g immunizations, insurance, CPR training, HIPM certification, BBP certification, and drug screenings) and expirations of these requirements. Notifies students of needed records if expired. Maintains knowledge of the 500 preceptor sites and their requirements for immunization and insurance records. + Maintain records- affiliation agreements, clerkship forms, W-9’s. HIPPA, CPR, background checks, drug screenings, site visits and financial records of transactions for Experiential Education, Admissions & Pharmacy Camp; specifically, P-card receipts, housing arrangements, and payments to preceptors, payments from Pharmacy Summer Camp, including inventories + Compile reports- Preceptor/site and student evaluations, contacting both as necessary to ensure accurate grades, while informing the Director and Assistant Director of issues with students and preceptors. + Monitor enrollment records for experiential education courses. + Coordinate with Watkins pharmacist on vaccinations/immunizations and reports for verification and to update School of Pharmacy records + Student Intern Licensing- Assist students in the completion of various state intern requirements, setting up fingerprinting, working with SSC for payment covering license fees for IPPE students & mailing them to the state, notarizing each license and ensuring all paperwork is completed. **30% Director and Faculty Support** + Respond to general director/faculty requests + Assisting in the coordination of OEE meetings, including scheduling, planning and distributing agenda items and recording meeting minutes where necessary + Support the Associate Dean with accounting and HR tasks, in collaboration with Shared Service Center Finance staff, including support for KU Endowment processes. Responsible for maintaining the accounting records for the OEE Office. + Support for annual student/preceptor evaluations and student awards. Assists with monitoring grades and checking that preceptor has completed scores by end of the student rotation. Compiles the data from preceptor information on students, consisting of around 2000 evaluations yearly. Manages notifications to preceptors as needed to gather scores in a timely manner + Work directly with pharmacy students to create and adjust APPE and IPPE rotation schedules. + Book housing arrangements for IPPE summer rotations; and out of state intern licensure procedures including fingerprints and processing. + The OEE Office is responsible for around 250 Interviews yearly with prospective high school students. The Office manager will schedule the day for the students and student ambassadors, being sure that all appropriate staff have been notified of the student details for the visit. **20% Communication & Event Planning** + Summer camp logistics including but not limited to monitoring Summer Camp email, coordinating students with camp dates, correspondence with attendees/parents, ordering materials, swag and working with assigned APPE students and faculty for a successful camp. Camps will comprise of single day camps (various days in June) with 30 to 50 campers; 2.5 day camp with students staying overnight. Provides support to camp administrator by assisting with the housing and food needs during these camps. Updates website with up-to-date information on camps for upcoming sessions. On day of camp, must be on-campus for check in and responds to all questions. Maintains a list of students attending the camps, if payment has been received and any other special instructions/needs from the camper. + Update email and mailing lists for announcements. Verifies supplies needed for recruiting and summer camps and processes purchasing request for items on behalf of the OEE office which may include event catering and set-up requests. + Assist in planning and coordination of events such as site visits, room reservations, itinerary planning, presenter logistics, and scheduling, RSVPs. Events will include the “Career Fair Event” held every October for prospective employers, faculty and students; which requires organizing table setup depending upon registration of attendees and catering needs for the day. Attend events to provide support, including pre- and post-event support. + Assist in planning experiential program events such as Career Fair and Preceptor Conference held in the spring yearly. Handles any requests for these events that might include scheduling presentations, registration and other needs. + Communicate with current and prospective students through Slate regarding opportunities within the School of Pharmacy (e.g., summer camp and shadowing). Responsible for student data entry into the Slate system and updating after events as needed in Slate. **Req ID** **(Ex: 10567BR)** **:** 29868BR **Disclaimer:** The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. **FLSA Status:** Nonexempt **Contact Information to Applicants:** Joe Heidrick jheidric@ku.edu **Required Qualifications:** 1. High School diploma or GED equivalency and five years of related experience or Bachelor’s degree with two years of office experience (such as account manager, skilled clerical, accounting, auditing, and/or administrative support work). 2. Experience with basic office computer systems to include experience with MS Word, PowerPoint and Excel, as evidenced in application materials. 3. Strong written communication skills as evidenced by application materials. **Employee Class:** U-Unclassified Professional Staff **Advertised Salary Range:** Starting at $43,000 **FTE:** 1.0 **Preferred Qualifications:** 1. Bachelor’s degree in Business Administration. 2. Higher education administrative support experience, as demonstrated by application materials. 3. Previous experience with university online student records system and knowledge of university academic policies and procedures, as evidenced in application materials. 4. Skilled in MS Word, Excel, PowerPoint, Adobe, and web based applications (e.g., WordPress), as demonstrated in application materials. 5. Work experience that required time management skills and the ability to prioritize workflow. **Position Overview:** The Administrative Associate Senior position involves general assistance with the day-to-day needs and functioning of the KU School of Pharmacy Office of Experiential Education (OEE) and Admissions for faculty, staff, and students. The position reports to the Dean of Experiential Education and Admission, as well as the faculty directors of Experiential Education. The Administrative Associate Senior must have strong communication, organization, and computer skills. Duties for the position cover a wide range of responsibilities including, but not limited to, serving as the main OEE receptionist, managing director and OEE faculty site visits, managing conference rooms, assisting with faculty and guest travel, creating itineraries for visiting scholars, taking meeting minutes, managing office (and some lab) supplies, assisting with ordering supplies and materials, OEE on-boarding/off-boarding, updating directories and contact lists, scheduling OEE meetings, organizing special projects (e.g., organizing OEE site visits, candidate interviews). This position also includes responsibilities related to the management of the CORE elms rotation management platform to schedule students, updating preceptor information, and maintaining accurate records. This position also requires advanced accounting skills including managing payments to preceptors, use of the KU internal billing software, accounts payables and frequent us of the OAK software. This position is located at the University of Kansas – Lawrence campus and is an in-person position. **Reg/Temp:** Regular **Application Review Begins:** 26-Feb-2025 **Anticipated Start Date:** 10-Mar-2025 **Additional Candidate Instruction:** A complete online application includes: + Resume/CV + Cover letter + Names and contact information for three professional references. **Application deadline will be Tuesday, February 25, 2025.** **\#LI-HR1** **Job Family:** Administrative Support-KUL **Work Location Assignment:** On-Site **Position Requirements:** This position works primarily on-site but limited remote work may be considered per mutual agreement between the Associate Dean of Experiential Education, Director and selected candidate.