Administrative Coordinator- IL- College of Pharmacy

Midwestern University • Downers Grove, IL

71d • Onsite

About The Position

The Administrative Coordinator, in the College of Pharmacy, Downers Grove Campus (CPDG), plays a pivotal role in supporting the Dean and Faculty at the Downers Grove campus. This position is dedicated to delivering exceptional administrative and office support, ensuring the smooth operation of academic and faculty activities. Key responsibilities include monitor communication channels, coordinating schedules, organizing meetings and special events, preparing reports, and maintaining academic records. The role requires a proactive approach to problem-solving, exceptional organizational skills, and the ability to handle multiple priorities with a high degree of professionalism. This position reports to the Dean of the College of Pharmacy.

Requirements

• High school diploma or GED and 5-7 years administrative support experience required.
• Must be able to work in a constant state of alertness and safe manner and have regular, predictable in-person attendance.
• Computer proficiency in MS Office (Word, Excel, Outlook, Power Point, and Teams) and database management.
• 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 before groups of customers or employees of an organization.
• 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.

Nice To Haves

• Bachelor's degree desired.
• Experience working in a team and customer service-oriented environment.
• Excellent written and verbal communication skills.
• Intermediate to advanced knowledge of MS Office Word and Excel preferred.

Responsibilities

• Greet and assist visitors and answer phone calls/assist callers for the CPDG Dean's Office
• Support College of Pharmacy (COP) pages on Canvas and MWU/COP websites
• Oversee and organize the confidential filing system for student files, graduate files, and any additional files in the CPDG Dean's Office
• Order office supplies
• Perform check requests, purchase orders, etc. as needed
• Collaborate with staff on the Glendale Campus on projects and provide administrative support as needed
• Assist in the student and course evaluation process
• Communicate with external entities and affiliated groups
• Arrange for credit card payments as needed and provide documentation to pay and reconcile payments at the end of the month
• Maintain calendar and schedule appointments for Dean and Associate Deans
• Coordinate meeting and travel arrangements for Dean, Associate Deans, and other faculty/staff as needed
• Complete and/or review Concur expense reports for Dean's Office and students as needed
• Coordinate and process faculty joint appointment letters with other Colleges
• Coordinate updates for the catalog and website for the COP
• Organize, maintain, and complete the graduation document archive for graduation clearance
• Gather intramural grant data and write letters to faculty
• Take notes and write meeting minutes for COP Executive Team meetings
• Assist in the admissions process as needed
• Track COP decelerated students or students on a leave of absence
• Assist with processing student withdrawals from COP programs
• Assist with tracking re-examinations in COP courses
• Create and send letters of notification to students who receive the COP Dean's List, scholarships, and other awards
• Maintain communications with students and faculty regarding schedules, presentations, examinations, etc.
• Assist with planning CPDG graduation, including recruiting volunteers, verifying graduates, communicating with volunteers and graduates
• Assist with planning CPDG graduation reception and other events (White Coat Ceremony, Scholarship Gala, etc.)
• Order graduate gifts
• Assist with planning MWU-COP Career Expo and Interview Days
• Other duties as assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED