Sr. Administrative Assistant-Il- Pharmaceutical Sciences

Summary

The Senior Administrative Assistant provides general administrative support to the Chicago College of Pharmacy Downers Grove Campus (CPDG); this position reports to the Chair of Pharmaceutical Sciences.

Essential Duties and Responsibilities

• General office administrative duties, supporting everyone in the department with day to day business needs
• Set up departmental meetings, attend the meetings and take the minutes for the meetings
• Routinely schedule meetings with student liaisons
• Assist the Dean’s office staff with special college events
• Maintain inventory, order department supplies and set up standing purchase orders
• Track department expenses which includes professional development, grants and lab supplies.
• Complete and submit expense reports for department faculty and CPDG Dean’s office.
• Coordinate capital equipment requests paperwork and approvals from other campus units
• Process research animal orders for researchers and order research radioactive materials and controlled substances
• Packaging and shipment of samples
• Data entry and maintenance of data such as grades for special projects
• Coordinate faculty recruitment (dinners, lunches, travel, hotel, interview schedule, submit travel expense for reimbursement, etc.)
• Assist faculty with exam proctoring as needed
• Coordinate lab cleaning activities with janitorial service supervisor
• Other duties and projects, as assigned, including sometimes helping out other departments

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner with regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED is required. Must have 3-5 years of administrative support experience. One-year certificate from college or technical school and/or associate degree is preferred. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Working knowledge of Canvas is preferred.

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively after groups of customers or employees of organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech-language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the healthcare team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability, and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care accounts. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b)-retirement plan, tuition reimbursement, childcare subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts