St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
SECRETARY TO THE SENIOR ASSOCIATE DEAN FOR PHARMACY
OFFICE OF THE DEAN
COLLEGE OF PHARMACY AND HEALTH SCIENCES
POSITION FUNCTION: This individual will support the office activities of the (Senior) Associate Dean for Pharmacy Programs.
ORGANIZATIONAL STRUCTURE: The individual is employed as a staff member in the Office of the Dean, College of Pharmacy and Health Sciences and works under the direction and supervision of the (Senior) Associate Dean for Pharmacy and indirectly under the Assistant Dean of Administration and Student Success, within the Office of the Dean, College of Pharmacy and Health Sciences.
Characteristic Duties and Responsibilities
- Effectively communicate both orally and written on behalf of the (Senior) Associate Dean with students, faculty, administrators and other internal and external constituents.
- Manage the scheduling of appointments and meetings for the (Senior) Associate Dean for Pharmacy, as well as the Dean of the College.
- Maintain Pharmacy program databases using Excel, Word and Access.
- Develop an understanding and effectively use the University’s Banner system.
- Maintain and manage the Office’s confidential filing system.
- Effectively complete all word processing requests in a timely manner.
- Assist with the scheduling of student curricular blocks each semester. Prepare block ranking sheets each semester; download student submissions in Canvas; organize submissions by randomization and links; register students in Banner.
- Maintain College databases that are utilized for accreditation standards.
- Follow and abide by all policies and procedures enacted by both the University and the College of Pharmacy and Health Sciences.
- Support the Office of the Dean, when required, for activities not related specifically to the (Senior) Associate Dean for Pharmacy Programs (Staffing the reception area, serve as a backup to the Dean of the College of Pharmacy and Health Sciences’ Assistant, assist with College’s special events, assist with College specific initiatives, etc.)
- Assist the Assistant Dean for Experiential Pharmacy Program when requested with data management associated with both Introductory and Advanced Pharmacy Practice Experiences. This will include health forms, background checks and other regulatory documents.
- Assist with arranging of lodging & transportation for external guests, including speakers, prospective faculty members, and accreditation site visit teams.
- Maintain the scheduling of Dean’s Conference Room & Marillac Auditorium.
- Prepare state eligibility lists of students/graduates and other documents in consultation with the Academic advisors for the Pharmacy Program Director.
- Process out of state internship and licensing forms for students and alumni and maintain electronic records of all requests.
- Assist with Block scheduling each semester as directed. Assist with preparation for both competency exam and progression interview processes.
- Competency examinations: create and distribute correspondence regarding examination details; prepare examination packets (for in-person examinations); maintain student database to track results; communicate results to all students.
- Progression interviews: create and distribute student correspondence for interview; prepare printing of interview booklets by Printing & Distribution; create student exam envelopes & faculty folders; maintain student database to track results; communicate results to all students; create packets for students who were unsuccessful for an interview and schedule appointments with the Senior Associate Dean.
- Prepare Pharm. D. commencement lists for the Provost and the Registrar; assist with commencement events.
- Prepare all PharmD diplomas and commemorative materials for delivery.
- Prepare the annual Dean’s List documents for the College and mailing to the Pharm.D. recipients.
- Assist with the organization of the Pharm.D. white coat ceremony: generate the list of eligible students for sizing; review white coats for sizing and embroidery; assist with fittings and coat distribution.
- Assist the Associate Dean for Pharmacy Program and the Dean of the College with other tasks as directed.
Qualifications
- Minimum of 3 years of secretarial and support experience
- High school diploma required; college degree preferred
- Demonstrate effective oral and written communication skills.
- Possess excellent computer skills with MS Office applications (Word, Excel and Access)
- Knowledge of Banner preferred
- Ability to work well with others at various levels
_In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $39,200. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer. _
This position may be relocated to any of St. John’s University’s physical locations at any time
St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
Required Skills
Required Experience