Office Manager

3 weeks ago


Edwardsville, Illinois, United States Southern Illinois University Full time
Job Summary

We are seeking a highly organized and proactive Office Manager to serve as the first point of contact for students and external preceptors. This role is vital in managing the administrative processes associated with the pre-experiential and pre-rotation activities on behalf of Clinical Pharmacy Faculty.

Key Responsibilities:
  • Point of Contact: Serve as the primary liaison for students, faculty, and preceptors, addressing inquiries and providing ongoing communication related to experiential education.
  • Administrative Management: Oversee the administrative needs of the pre-experiential and pre-rotation processes, ensuring documentation meets program and compliance requirements.
  • Student Advising: Advise students on health screening requirements for rotations and provide guidance based on test results, ensuring adherence to School of Pharmacy policies and external partner HR requirements.
  • Compliance Coordination: Manage and coordinate with external partners to ensure compliance with affiliation agreements, background screening logistics, immunization documentation, and training requirements.
  • Database Oversight: Maintain and oversee the experiential education database, ensuring accurate and up-to-date information regarding student placements and requirements. Create ad hoc reports for internal and external use.
  • Schedule Management: Handle student schedule change requests, auditing schedules for accreditation compliance, and coordinating placement options with preceptors and external sites.
  • Administrative Support: Anticipate and respond to the detailed administrative needs of the office, including creating correspondence, answering inquiries via email, phone, and in-person.
  • Financial Administration: Prepare annual payments, including purchase orders and requisitions. Assist faculty and staff with various administrative tasks as needed.
Requirements:
  • High school diploma or equivalent.
  • Two (2) years (24 months) of work experience comparable to the third level of this series.
  • Well-developed computer skills: experience with Microsoft Word, Excel, Outlook, Core-ELMS, and Castlebranch.
  • Human Resources experience and/or experience handling/reviewing confidential and sensitive medical records would be helpful.
  • Individual must have the ability to communicate well (in person, via email, over telephone) with students and faculty, as well as individuals external to the university.
  • Individual must be organized and have excellent time-management skills.


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