Office Manager - Pharmacy (CS25-088) at Southern Illinois University Edwardsville in Edwardsville, Illinois

Job Description:

Southern Illinois University Edwardsville


Position Title: Office Manager - Pharmacy (CS25-088)

Category: Category: Office and Administrative Support

Location: Edwardsville, IL

Salary: $35,841.83 Annually

Opening Date: 09/27/2024

Division: Pharmacy, School of

Flsa: Non-Exempt

Job_Number: 00482

Department: Pharmacy, School of

Closing_Date: 10/11/2024 11:59 PM Central

Description:

Description

The Office of Experiential Education (OEE) is seeking a highly organized and proactive Office Manager to serve as the first point of contact for students and external preceptors. This role is vital in managing the administrative processes associated with the pre-experiential and pre-rotation activities on behalf of Clinical Pharmacy Faculty. The Office Manager will ensure compliance with program requirements and maintain the confidentiality of sensitive student information.

Key Responsibilities:

• Point of Contact: Serve as the primary liaison for students, faculty, and preceptors, addressing inquiries and providing ongoing communication related to experiential education.
• Administrative Management: Oversee the administrative needs of the pre-experiential and pre-rotation processes, ensuring documentation meets program and compliance requirements.
• Student Advising: Advise students on health screening requirements for rotations and provide guidance based on test results, ensuring adherence to School of Pharmacy policies and external partner HR requirements.
• Compliance Coordination: Manage and coordinate with external partners to ensure compliance with affiliation agreements, background screening logistics, immunization documentation, and training requirements.
• Database Oversight: Maintain and oversee the experiential education database, ensuring accurate and up-to-date information regarding student placements and requirements. Create ad hoc reports for internal and external use.
• Schedule Management: Handle student schedule change requests, auditing schedules for accreditation compliance, and coordinating placement options with preceptors and external sites.
• Administrative Support: Anticipate and respond to the detailed administrative needs of the office, including creating correspondence, answering inquiries via email, phone, and in-person.
• Financial Administration: Prepare annual payments, including purchase orders and requisitions. Assist faculty and staff with various administrative tasks as needed.
• Additional Duties: Perform other related duties as assigned to support the office and its initiatives.

Work Schedule:
Monday - Friday
8:00-4:30

Typical Qualifications

Minimum Qualifications:

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series. (Please refer to classification information below)

Preferred:

• Well-developed computer skills: experience with Microsoft Word, Excel, Outlook, Core-ELMS and Castlebranch.
• Human Resources experience and/or experience handeling/reviewing confidential and sensitive medical records would be helpful.
• Individual must have the ability to communicate well (in person, via email, over telephone) with students and faculty, as well as individuals external to the university.
• Individual must be organized and have excellent time-management skills.
• Training available for specialized software and processes within the office but individual will have significant responsibility utilizing programs after training.

Supplemental Information

Civil Service Information: Civil Service Application - FAQs

Application Instructions: How to Apply - Step by Step (Download PDF reader)

Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, candidates must be a current Illinois resident.

Classification: State Universities Civil Service System Classification Number: 3266 – SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at: https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Veterans: Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the Guide for Veteran Document Verification. (Download PDF reader)

Pre-Employment Screening: External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.

Work Authorization Information: This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.

Accommodation: If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at: careerinfo@siue.edu

Statement of Diversity: SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran’s status.

SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply.

To learn more about SIUE's Mission and statement on diversity, please visit:https://www.siue.edu/about/mission-goals-plans/index.shtml.

We value your interest and look forward to reviewing your application. For questions or more information, please email careerinfo@siue.edu.

Agency: Southern Illinois University - Edwardsville

Address: 1040 Rendleman Hall Edwardsville, Illinois, 62026

Website: https://www.siue.edu/

Benefits:

SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including:

• Medical, dental, and vision insurance;
• University tuition waivers (full-time receive 100% waiver of tuition)
• Life insurance;
• SURS retirement plan;
• Supplemental retirement savings plans;
• Paid vacation and sick leave accrual;
• Generous holiday schedule/paid holidays;
• WorkLife programs;
• Employee Assistance Program (mental health and wellness);
• Employee discounts (local and national retailers);
• Flexible Spending Account Program;

For more about our benefits and employee services, visit: https://www.siue.edu/human-resources/benefits

Questions: 01Are you presently a resident of Illinois? Proof of residency must be provided upon employment.

• Yes
• No

02Are you legally authorized to work in the United States without sponsorship?

• Yes
• No

03Which statement below best describes the highest level of education you have completed?

• High school graduate, diploma or the equivalent (GED)
• Associate degree
• Bachelor's degree
• Master's degree
• Professional degree
• Doctorate degree

Required Question

PI250592009

Salary:

$35.00

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