Department Assistant, Pharmacy Practice

Location : Main Campus - Homewood, AL

Job Type : Staff Full Time

Job Number : FY2500375

Division : Academic Affairs for Staff

Department : STA-Pharmacy Instruction

Opening Date : 02 / 06 / 2025

FLSA : Non-Exempt

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Description

The Department Assistant to the Chair and Faculty is a full-time position providing support to the chair, departmental faculty, and the postgraduate residency program. This person is responsible for overall organization of support within the department working alongside the departmental Administrative Assist to Faculty.

Job Duties

• Provides administrative support to the department chair
• Serves as a receptionist for faculty and offices within the department
• Assists faculty in coordinating visiting lecturers in courses, including submission of parking requests, provision of driving directions, etc.
• Assist the chair with professional meeting travel arrangements.
• Assists the chair with completion of travel expense reports
• Assists the chair with financial responsibilities such as accessing financial report through Banner, budget tracking, departmental transfers, invoices, etc.
• Maintains adequate office supplies for the department
• Maintains leave requests and attendance reports for faculty
• Maintains accurate minutes for the department meetings and other meetings as assigned
• Assists Residency Program Directors with resident recruitment activities (e.g., Residency Showcase arrangements at the Midyear Clinical Meeting) and onsite interviews
• Reserve meeting space for the chair and faculty
• Ensure appropriate meeting set-up, including audiovisual support, food service, signage, etc. as requested, before meetings arranged by department faculty.
• Provide back-up administrative assistant support to the department's centers, divisions, and institutes.
• Collaborate with the department chair to coordinate the orientation schedule for new faculty members
• Assists with logistics related to the Teaching and Learning Certificate program and PERC
• Perform other duties as required by the chair and / or dean.

Qualifications

Must possess a high school diploma with preference given to college degrees / coursework and related work experience. Previous work experience of at least three years in office administration with experience in department budgets is preferred. In addition, this person must be proficient in the use of Microsoft Outlook, Word, Excel and Power Point, and have used or be familiar with contemporary methods for electronic filing. Previous experience with learning management systems and SPACES room reservation software is preferred, but not required.

Additional Attributes :

Physical Requirements :

The requirement for this position may include the ability to report to work daily, five days per week from 8 : 00 to 4 : 30. Position requires the ability to remain in a sitting position, the ability to engage in keyboarding for significant periods of time, and the ability to work continuously throughout the day. Individual must be able to talk and hear, both in person and by telephone; use of hands to operate standard office equipment. Should have ability to accomplish errands across the school campus (e.g., Print Shop, Bookstore, etc.) and occasionally off campus. Light lifting is occasionally required.

We offer a complete benefits package to full-time employees including health care, dental, vision, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

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Do you have a high school diploma or equivalent?

Which of the following describes your highest level of Microsoft office (Microsoft Word, Excel, Powerpoint, Outlook) proficiency?

Required Question