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Administrative Assistant - Pharmacy Practice Lab

Administrative Assistant - Pharmacy Practice Lab

ID 
2017-2725
# of Openings 
1
Job Locations 
US-MA-Boston
Category 
Staff

More information about this job

Overview

For nearly 200 years, MCPHS University, formerly known as Massachusetts College of Pharmacy and Health Sciences, has been at the forefront of innovation in the healthcare world. We take pride in our history, yet are motivated by a curiosity about the future. That’s why we are constantly updating our state-of-the-art labs, innovating our curriculums, and adding programs to coincide with the needs of an ever-changing healthcare landscape.

 

Faculty and staff continue to bring their talents and skills to MCPHS University to contribute to our mission of guiding and supporting students toward successful and sustainable careers in healthcare. Whatever position an employee holds, their efforts make an important impact on the overall quality of campus life. Employees are an integral part of a community that is proud of its heritage and the accomplishments that make MCPHS University a first-class educational institution.

Responsibilities

The Administrative Assistant provides administrative support for the Pharmacy Practice Lab, and is responsible for a broad scope of administrative support activities, which may include any of the following, as well as related tasks:

 

  • Serve as the first point of contact for the department; greet visitors and callers; triage incoming calls and inquiries 
  • Manage the calendars of a dean and faculty or a department head and staff 
  • Develop and maintain Excel spreadsheets
  • Manage databases; enter data; produce reports and charts
  • Develop Powerpoint slides and presentations
  • Prepare typed reports, memoranda and meeting minutes
  • Record notes at departmental meetings
  • Arrange and coordinate room, catering, parking requests, and other provisions for departmental meetings, events and ceremonies
  • Supervise student workers
  • Maintain department files and records; scan, fax and photocopy documents
  • Assist in the preparation of exams and related course materials (e.g., course packs, syllabi, course evaluations)  
  • Assist in the distribution of teaching and administrative materials to faculty
  • Assist in the preparation of interim reports and self-studies for accreditation
  • Prepare and maintain files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans; distribute surveys to employees and graduates.
  • Process Scantron forms of test, student course/lab and faculty/adjunct evaluations. 
  • Prepare itineraries and assist with coordination of faculty/staff candidate interviews. 
  • Make business travel arrangements for faculty or staff
  • Manage inventory of department supplies; generate and track purchase orders
  • Process invoices for payment; track department expenditures
  • Assist with office mailings; sort and distribute mail

Additional responsibilities may be assigned by the supervisor.

Qualifications

Required:

 

  • A minimum of a high school diploma and two years of experience in an administrative support position in a professional setting
  • Strong interpersonal skills and customer service skills
  • Strong organizational skills and attention to detail; ability to ensure accuracy of work
  • Ability to be reliable, punctual and efficient in job performance
  • Ability to understand vague and implicit instructions and to follow these instructions
  • Ability to work in a fast-paced environment, and to prioritize tasks and meet deadlines
  • Ability to manage confidential materials and maintain confidentiality when working on specific tasks or projects
  • Ability to promote an environment conducive to respect and accountability at all times
  • Ability to accept and use constructive feedback from colleagues and supervisors
  • Ability to exercise appropriate chain of command when needing to address issues/concerns
  • Professional appearance and demeanor

Desired:

 

  • A bachelor's degree or equivalent experience
  • Evidence of success in a customer service role
  • Prior experience in a health care or academic setting

 

MCPHS offers a competitive salary and excellent benefits, including a substantial health/dental insurance subsidy, generous holiday/vacation policy, and a significant pension plan contribution.

 

Please attach a cover letter and a resume. No phone calls, please. Principals only.  No relocation available. Finalist candidate(s) for this position will be subject to a pre-employment background check as a condition of employment. MCPHS University is an equal opportunity employer. Applicants who would enrich the University’s diversity are welcome to apply.