DESCRIPTION
Summary
The Assistant to the Dean is a staff position responsible for
assisting the Dean of the College of Pharmacy in the implementation of the activities of the College and the Office of the Dean. The
Assistant to the Dean should have the ability to work independently on projects assigned by the Dean and produce exemplary work on these
projects.
Essential Duties and Responsibilities
Project and Data Management:
- Work independently
on special projects assigned by the COP Dean with little or no supervision, including, but not limited to, assisting in coordination of the
College Executive Team, College meetings, and certain College committee activities. - Assist in updating and maintaining all College
social media accounts and websites. - Assist in the creation of course and faculty teaching evaluations.
- Assisting with and
supporting the College’s faculty advisor program. - Work in conjunction with the Associate Deans in preparing the annual College
Catalog. - Assist each year with New Student Orientation, White Coat Ceremony, College retreats, Pinning, Commencement ceremonies and
any other events coordinated by the College. - Assisting with career support (Career Expo, Interview Days) and alumni events.
- All other duties as assigned by the Dean.
Accreditation:
- Assist the Dean and Associate Deans with the
collection, organization, and maintenance of accreditation documents and data. - Assist in the preparation of ACPE Self Studies,
Interim Reports, and correspondence. - Create the meeting agenda for site visits and arrange and reserve meeting rooms and food.
Admissions:
- Assist with the admissions efforts on both campuses and the updating of Dual Acceptance Programs as
needed. - Collaborate with the Office of Admissions and the Associate Dean of Professional Affairs to enhance student recruitment
efforts. - Assist during on campus student recruitment events.
Event Management/Assistance:
- Oversee
overall graduation process and supervise graduation-related tasks and organize/coordinate the Graduation Reception. This will require
working closely with the Associate Deans and designated administrative assistants. - Assist other College administrative assistants
in coordinating special Departmental events/projects (New Student Orientation, White Coat Ceremony, Pinning Ceremony, etc.). - Work
with Student Organizations to facilitate proper adherence to University budget guidelines for events/conferences and reimbursement.
Personnel and General Administrative Office Support:
- Maintain confidentiality: handle all sensitive
student/faculty/staff information with the highest level of discretion and ensure confidentiality is upheld in all communications. - Secure information handling: safeguard and manage confidential documents, files, and records, ensuring they are properly stored and
disposed of in accordance with MWU and COP policies and protocols. - Promote good working relationships with all MWU personnel, other
colleges and external entities. - Arrange administrative meetings for the Dean.
- Prepare letters of recommendation, personal
correspondence, or letters of support from the Dean. - Process Concur expense reports, credit card reconciliation, e-checks, purchase
requisitions, and other related financial tasks for the Dean. - Greet and assist students and visitors to the College of Pharmacy
Dean’s Office in person, via telephone, and email. - Maintain Dean’s Office administrative files and records necessary for proper
oversight. - Maintain the Dean’s Outlook calendar.
- Help facilitate approval of COP check requests, purchase requisitions,
and supply orders. - Be well-informed of University/College policies and procedures and assist faculty, staff, and students in
understanding and following these policies and procedures. - All other duties as assigned by the Dean.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have
the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other
Qualifications
Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the
most sensitive inquiries or complaints. Ability to write speeches, letters and articles using original or innovative techniques or style.
Ability to manage the timeline for all functions of the COP Dean’s Office so all tasks and events are completed in a quality, professional
manner.
Education and/or Experience
A bachelor’s degree is required. At least 5 years of related
administrative experience required. Previous higher education experience preferred. Must have excellent organization, communication and
interpersonal skills with the ability to think strategically. Must be highly detailed and organized.
Computer Skills
Computer proficiency in MS Office (Word, Excel, PowerPoint, and Outlook) required. Computer proficiency in managing and
hosting MS Teams meetings is required.
Physical Demands
The physical demands described here are
representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of
this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle or feel; and talk and hear. The employee is
occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift
and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability
to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions. This position is occasionally exposed to outdoor weather conditions. The noise level in the
work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and
post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale,
Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician
assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical
psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members
are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the
health care team, service, interdisciplinary scholarly activity, and personal growth.
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 account. We offer a work life balance with
competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan,
tuition reimbursement, child care 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.
Midwestern University is an
Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion;
creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual
orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic
information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern
University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University
complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected
Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment
laws. For further information, please review the Know Your Rights notice from the
Department of Labor.
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