Administrative Aide - College of Pharmacy

Market Range 04

Hiring Salary: $17.51/per hour

Job Summary/Essential Job Functions: Under the direction of an assigned supervisor, this position serves as subject-matter expert for the resident program and provides administrative, clerical, and bookkeeping support for faculty, research staff, graduate student, postdoctoral fellows, and department business managers with the College of Pharmacy.

DUTIES AND RESPONSIBILITIES:

1. Provides administrative support, i.e., assists with university policy guidelines, maintains files, payables, inventory, and enters data into IRIS, order supplies.
2. Prepares travel requests and processes travel expenses; prepares purchase requisitions, asset numbers, and NCJs; and prepare internal transfers, organizational memberships, conference registrations, and subscriptions.
3. Reviews and reconciles monthly ledgers for accounts.
4. Prepares invoices paid on department procurement card to include packing slips, order forms, and invoices.
5. Assists with resident program, orientation, and yearly banquet.
6. Creates and updates residency contracts.
7. Assists with the creation and administering of offer letters for new residents.
8. Onboards new residents and processes terminations for exiting residents.
9. Prepares monthly invoices and tracks payments from the resident program.
10. Assists with equipment inventory, space surveys, self-assessment reports; and creates correspondence with resident program students.
11. Performs other duties as assigned.

MINIMUM REQUIREMENTS: High School diploma or GED; three (3) years administrative support experience; OR two (2) years related work experience and certificate showing completion of secretarial/administrative training; OR an Associate's Degree in Business or related field and one (1) year experience. Candidate must be able to skillfully prepare written reports; ability to multitask with minimum supervision. Must possess strong technical skills using Microsoft, Word, Excel, PowerPoint, Outlook, Publisher, Blackboard and Adobe Acrobat; ability to scan documents and images; (TRANSCRIPT OR PROOF OF CERTIFICATION IS REQUIRED IF EDUCATION IS USED TO QUALIFY)