The College of Pharmacy provides students with a comprehensive curricular experience that builds the foundation for success as a practicing pharmacist. Included in this are a series of experiences in practice sites which allow application of coursework. The Administrative Coordinator position provides an integral role in ensuring that the educational logistics of running an experiential educational program occurs seamlessly. This position works on-site.

Under general supervision, this position provides support of the daily operations of the Doctor of Pharmacy Professional Experience Program (PEP) Office. The use of appropriate communication skills and behaviors to address the needs of multiple customer groups is required. Advanced knowledge and experience using Microsoft Office 365 and relational databases is required. Independent judgment is required to plan, prioritize and organize varied workload.

The Professional Experience Program (PEP) is the practice-based experiential component of the Doctor of Pharmacy curriculum. These experiences involve real world, real patients, real pharmacists, and real students. The curriculum begins with several Introductory Pharmacy Practice Experiences (IPPE) and concludes with the Advanced Pharmacy Practice Experiences (APPE).

• Introductory Pharmacy Practice Experiences (IPPE) are for first, second-, and third-year student pharmacists.
• Advanced Pharmacy Practice Experiences (APPE) are for fourth year student pharmacists.
• Practice-based experiences make up more than 30% of the curriculum.
• Nearly 2,000 practice experiences are delivered each year by college faculty and adjunct faculty preceptors from Iowa, the United States, and around the world.

Key Areas of Responsibility

Operational Support and Management

• Provide administrative support of the daily operations of the Doctor of Pharmacy Professional Experience Program (PEP) Office, the PEP Committee and other areas of the College as assigned, such as: generate reports by performing tasks such as: merging datasets, running statistics, creating pivot tables, creating surveys and creating graphs/charts; maintain files; schedule appointments, meetings, and rooms; collect agenda items and publish agenda; record and send out minutes; follow up on items as required.
• Accurately and timely enter data into proprietary databases.
• Perform advanced functions in Microsoft Word, Excel, PowerPoint and other programs such as Qualtrics and database management and use multiple web browsers.
• Assist in management of Experiential Education database (rotation management database) by inputting information, generating reports and coursework materials, and other functions as assigned.

Human Resources (HR)

• Maintain data and track adjunct appointments and preceptor paperwork using the University HRIS system, and other tools (rotation management database, spreadsheet). Maintain Preceptor employment files.
• Coordinate and plan for adjunct faculty and preceptor appointments, including contact to preceptors and adjunct faculty to obtain initial and renewal appointment interest and information; track completion of requirements and send reminders as necessary.
• Compile appointment information and disseminate to Adjunct Faculty Appointment Committee.

Communication Management

• Maintain filing systems (electronic and paper) to ensure the prompt availability of accurate information.
• Create general correspondences and reports - proofreading for spelling, grammar and layout - making changes as needed.
• Prepare agendas and minutes for meetings.
• Independently respond to requests and inquiries from faculty, staff, students and visitors. Refer as appropriate.

Information Management

• Serve as initial point of contact for the program to provide information and respond to inquiries.
• Assist in gathering and providing information using a variety of resources, both on and off campus.
• Coordinate, prepare, and distribute standard and program-specific reports.
• Coordinate with the dean's office to add and update content to website related to experiential education in accordance to established standards, branding requirements and procedures.

Financial Responsibility

• Initiate purchasing requests for supplies and equipment.
• Monitor accounts and expenditures.
• Reconcile statements.

Strategic Planning

• Understand and adhere to the Mission, Vision and Core Values of the College of Pharmacy.
• May assist in the coordination and preparation of the College of Pharmacy's strategic plan.

For a complete job description, please contact Libby Kleppe at libby-kleppe@uiowa.edu

Education Requirement

• Bachelor's degree in an appropriate discipline or related field or an equivalent combination of related education and experience.

Experience Required

• More than one-year related office administration experience.
• Demonstrated experience and advanced skills working with Microsoft Office Suite (e.g., Excel, Word, PowerPoint) and managing large databases.
• Demonstrated experience or ability to perform office administrative tasks with attention to detail and accuracy.
• Ability to understand, interpret, relay and apply information and has proven ability to meet compliance requirements.
• Demonstrated excellent interpersonal communication skills.
• Ability to actively seek out opportunities to improve processes and solve problems without needing to be prompted.

Desirable Qualifications

• Knowledge and experience with university policies and procedures related to area of assignment.
• Experience working in an academic or higher education environment.
• Experience working with Human Resource processes.
• Experience working with volunteer populations.
• Working within a health care environment.

Application and Position Details

• In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
  • Resume
  • Cover Letter
• Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Libby Kleppe at libby-kleppe@uiowa.edu.

Benefits Highlights

• Regular salaried position. Pay level 2B. Located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
• For more information about Why Iowa? Click here.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.

About University of Iowa

With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.

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