Assistant to the Dean/Communications Coordinator – School of Pharmacy

The University Of Charleston School Of
Pharmacy’s primary mission is to prepare pharmacists who will provide
comprehensive patient care, to advance the profession through research and
advocacy, and to serve the community as leaders in rural health care. In order
to fulfill our mission, our top priority is the creation of an environment and
opportunities that stimulate our faculty, students and
practitioners to learn, maintain and expand upon the knowledge, skills
and attitudes necessary to meet the health care needs of the patients
they serve.

Under the general direction of the Dean
of the School of Pharmacy, the Assistant to the Dean/Communications Coordinator
provides executive administrative and analytical support to the Dean in a wide
variety of areas including: special projects, budgets, correspondence
development and dissemination, maintenance of the Dean’s calendar and problem
solving for the day-to-day operations of the Dean’s Office. The incumbent will
coordinate activities on the Dean’s behalf, oversee administrative support to
the Dean and general Dean’s office communications, independently identify
issues or problems within specific management areas, research issues,
prioritize tasks and work independently with a high degree of confidentiality.
Duties include general clerical, receptionist, and project based work. The
ability to work independently, project a positive and professional company
image through in-person and telephone interactions is essential. The ability to
interact with staff (at all levels) in a fast-paced environment, sometimes
under pressure, proactively, resourcefully and efficiently, with
professionalism and the utmost confidentiality is required. High level of
written and verbal communication skills, strong decision making ability, and
attention to detail are equally important. Coordination of communication
relative to the School of Pharmacy events, achievements, and activities that is
timely and accurate to internal and external constituencies is a key part of
the responsibilities of the position. Internally, this requires the
development, distribution. and broadcast of information to students, faculty,
staff external constituents, etc. Externally, working closely with the
University’s Office of Communications to ensure that this information is
collected and provided in a format that allows dissemination/broadcasting to a
wider audience is required. The ability to act as an ambassador for the School
of Pharmacy, both internally and externally is important. The ideal candidate
must be well organized, have the ability to adapt to a dynamic environment, and
enjoy the administrative challenges of supporting a small office of diverse
people and projects.

Primary
Responsibilities Include

• Effectively
  meeting, greeting, and receiving visitors to the School of Pharmacy and
  answering telephones in a welcoming and professional manner.
• Provide
  logistical support for the setting up and coordination of select
  SOP-sponsored meetings and conferences.
• Perform
  general clerical duties to include but not limited to: photocopying, faxing,
  mailing, and filing.
• Responsible
  for calendar management, requiring interaction with both internal and external
  parties to coordinate a variety of meetings and/or events.
• Prepare
  and distribute various types of written communications such as mail merges,
  electronic weekly calendars, e-mails, meeting minutes, etc.
• Works
  with the Dean to review and summarize reports, documents, grants, etc. and
  prepare background documents, letters, and outgoing mail necessary.
• Work
  with the members of the School’s administrative team to ensure the effective
  coordination of the School’s activities.
• Accurately
  record the transactions of official meetings and disseminate minutes to
  appropriate parties.
• Prioritize
  and manage multiple projects simultaneously and follow through on issues in a
  timely manner.
• Act
  as the liaison between the SOP and the University Communications Office,
  through gathering, writing, and editing information for press releases,
  newsletters and other communications with the public.
• Maintain
  confidentiality and discretion regarding School’s business and files.
• Works
  with all SOP departments to ensure that SOP communications are appropriate in
  content, grammatically correct and timely.
• Represents
  SOP staff on SOP Executive Committee.
• Write,
  edit, and take photos for weekly newsletter.
• Write,
  edit, take photos for yearly Scripts publication
• Trains
  and has some supervisory duties for Administrative Assistant /Office Manager.
  Supervisory role includes but is not limited to the Dean’s schedule, the Dean’s
  travel, and Pharmacy contacts.

Applicants
should have the following qualifications

• Bachelor’s
  degree, at least 3 years of executive administrative support.
• Excellent
  organizational skills, an orientation to paying attention to detail, analyzing
  and problem solving ability.
• The
  ability to successfully create and/or modify processes.
• Excellent
  communication skills-written and oral and a strong working ability to
  effectively utilize Microsoft Office Outlook, Word, and Excel. Familiarity with
  Mac products and operating systems is considered a plus.
• Preference
  is given to candidates with previous work experience in a
  communications-related field (ex. journalism, public relations, or marketing).
• The
  ability to work well with all levels of personnel, internally and externally is
  a must.
• All
  other duties assigned.

Interested
applicants should submit a cover letter, resume, and contact information for
three references to:

University of Charleston

School of Pharmacy

Attention: Jan Kessler

2300 MacCorkle Avenue, S.E.

Charleston, WV 25304

janicekessler@ucwv.edu

The University of Charleston is an Equal
Opportunity Employer.