Coordinator for Experiential Education & Student Services - Pharmacy

PACIFIC UNIVERSITY • Forest Grove, OR

11d • Onsite

About The Position

This position shares duties and responsibilities between the Office of Experiential Education (OEE) and the Office of Student Affairs (OSA). It is a shared position supervised by the Assistant Dean for Experiential Education (ADEE). The allocation of effort between the two areas is 60% OEE / 40% OSA. The annual evaluation will be conducted by the primary supervisor, the Assistant Dean for Experiential Education (ADEE), in collaboration with the Assistant Dean for Student Affairs (ADSA).

Requirements

• Associate’s degree required; a Bachelor’s degree preferred.
• Relevant professional experience in related fields may be considered in lieu of a degree.
• At least one year of experience in project management is required.
• Ability to manage responsibilities independently and perform tasks with minimal supervision.
• Demonstrated experience in customer service or student-facing support roles.
• Proficiency with Microsoft Office applications (Word, Excel) and experience working with enterprise systems and databases (e.g., Colleague or similar systems).
• Demonstrated ability to learn and effectively use new technology platforms and software applications.
• Ability to work effectively with individuals from culturally diverse backgrounds, including students of color, international students, non-traditional students, and returning learners, and to foster cultural awareness and inclusive practices within a university community.
• Strong interpersonal and teamwork skills with the ability to communicate effectively and collaborate with administrators, faculty, students, and external partners.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Demonstrated professionalism in interactions with both internal and external stakeholders.
• Ability to maintain strict confidentiality regarding sensitive information related to students, faculty, and staff in compliance with applicable regulations (e.g., FERPA, HIPAA).
• Demonstrated initiative in evaluating processes, identifying opportunities for improvement, and proposing solutions to enhance efficiency and operational integrity within the School of Pharmacy.
• Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

Nice To Haves

• Experience in the pharmacy field, healthcare, or higher education environment is preferred.

Responsibilities

• Manage student compliance records for both matriculation and experiential education requirements.
• Verify submission and completion of required documentation from students and preceptors (e.g., vaccination records, evaluation forms, pre-rotation paperwork, and other compliance materials).
• Serve as the primary point of contact for students, preceptors, and site coordinators regarding compliance requirements and platforms used for student compliance tracking (e.g., myRecordTracker, Relias).
• Provide secondary administrative support to the Director of Experiential Education (DEE) for onboarding documentation processes.
• Coordinate annual and as-needed recertification requirements for P1–P3 students, including intern licenses, HIPAA training, bloodborne pathogen (BBP) training, BLS certification, TB testing, immunizations, drug screening, and background checks.
• Facilitate the execution, renewal, and revision of affiliation agreements with experiential sites.
• Provide administrative coordination for the Global Experience Exchange Program.
• Manage dissemination of certificates for Oregon Board of Pharmacy–approved continuing education (CE) programs offered by the School of Pharmacy.
• Assist the Office of Experiential Education (OEE) with annual updates to the Preceptor Manual and the Experiential Education section of the Student Handbook.
• Support the development, management, and maintenance of experiential education databases, including site and preceptor contact information and onboarding requirements.
• Collaborate with the EDEE, ADSA, and Senior Administrative Assistant (SAA) in planning and implementing the annual Career and Experiential Fair.
• Assist the Assistant Dean for Student Affairs (ADSA) and faculty mentors in supporting student leadership development initiatives.
• Assist with provision, coordination, assessment, and administrative support for student leadership programs.
• Assist in the development, implementation, and administration of policies related to student leadership programs and student organization activities, including: The selection process of student leaders for SOP committee membership and student governance. Student organization operations and procedures Event planning and risk management Budget oversight and financial record keeping with oversight from the Dean’s Office.
• Assist ADSA in developing or organizing training, resources, and assessment processes for student organization advisors, faculty mentors, and student leaders.
• Coordinate and provide administrative support for faculty and peer mentorship programs, including program resources and annual program assessment in collaboration with the ADSA.
• Assist in development, maintenance, and communicate an updated inventory of University and School resources available to students, including housing, financial assistance, scholarships, mental health, wellness, and community resources via maintenance of the Student Resources (Moodle) and scholarship web pages.
• Support planning and implementation of Office of Student Affairs events, including but not limited to Community Days, White Coat Ceremony, Graduate Awards & Hooding Ceremony, Orientation Week, P3 Return to Campus Week, Annual Career ad Experiential Fair, Annual Research Showcase, and other events supporting PharmD and MSPS students in the School of Pharmacy.
• Coordinate the School’s participation in the annual First Destination Survey in collaboration with the Office of Institutional Research.
• Lead efforts to maintain high student response rates for job placement and post-graduation outcome data collection and prepare the annual AACP Job Placement/Gainful Employment report for the Dean.
• Collaborate with the ADSA, ADAA, and the Assessment and Quality Improvement Committee (AQUIC) in analyzing student outcomes data and supporting program improvement initiatives.
• Coordinate opportunities for on-campus speakers from community partners, professional organizations, and potential employers including maintenance of the School of Pharmacy Job Board.
• Perform other duties as assigned by the Dean, ADSA, and ADEE, including service to the School, College, and University.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree