Data Administration Assistant

St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Data Administration Assistant

Office of Experiential Pharmacy Education

College of Pharmacy and Health Sciences

St. John's University

Position Title:Data Administration Assistant

Organizational Structure:

This position reports to the Assistant Dean for Experiential Pharmacy Education of the College of Pharmacy and Health Sciences with secondary supervision provided by the Senior Associate Dean of Pharmacy Programs.

Position Function:

This individual will be responsible for data entry involving compliance and regulatory issues involving students, preceptors, and sites and monitor the execution and maintenance of affiliation agreements. Responsibilities include assessing all students’ health and non-medical requirements for experiential site placement, including managing site-specific requirements for placement, providing sites with required onboarding documents, maintaining accurate records of programmatic preceptor/site requirements, and maintaining up-to-date affiliation agreements.

Responsibilities:

Strategic Planning

• Participate in the Office of Experiential Pharmacy Strategic plan assessment process as directed.

• Complete all required data collection and analysis and provide semi-annual strategic plan reports and metrics to the Assistant Dean for Experiential Pharmacy Education for review.

Education

• Assist with providing information about compliance requirements during experiential student orientation sessions.

• Assess preceptor compliance with preceptor development requirements and provide status reports to the Assistant Dean for Experiential Pharmacy Education and Clinical Coordinators.

Quality Assurance

• Manage and maintain the experiential education database and other software programs, including internal databases and web-based programs.

Compliance/Regulatory Issues

• Manage and maintain data demonstrating students have completed all health-related prerequisite requirements to begin and remain on rotations and assure confidentiality of all information.

• Manage and maintain data demonstrating students have completed all other non-medical requirements, including training programs (i.e. HIPAA, OSHA, Immunization) necessary for experiential site placement.

• Identify students who have not completed all requirements relative to clinical site placement. Contact students as needed to ensure compliance.

• Develop and maintain a database with site-specific requirements and assess that all students assigned meet all requirements on a scheduled basis.

• Create and disseminate site-specific templates attesting that a student has met all site requirements.

• Collaborate with the Fiscal and Budget Coordinator and the Clinical Coordinators, Experiential Pharmacy Education to accurately process and maintain practice site affiliation agreements.

• Maintain an accurate database for all affiliation agreements.

• Verify that required preceptor data has been collected and updated as needed.

Other Responsibilities

• Attend internal and external meetings and conferences as assigned.

• Participate in College special events, which may include evenings and weekends (White Coat Convocation, Student Awards, Commencement, etc.).

• Perform other work-related duties as assigned.

Minimum Qualifications:

• Bachelor’s Degree

• Knowledge of Microsoft Office and other applications such as electronic scheduling.

• Demonstrate effective oral and written communication skills.

• Ability to provide confidential, respectful, high-quality, and culturally competent service to students in a diverse campus community.

• Strong time management and organizational skills as well as the ability to prioritize assignments.

• Has the ability to work effectively on a team, be flexible, and be open to different perspectives.

Preferred qualifications:

• Experience working with medical records

• Compliance/Regulatory Affairs experience

• Experience in higher education

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $41,917 St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.