1624-Administrative Assistant to ADPP and Faculty

Job #:  1624

Provides administrative support to the Assistant Dean for Pharmacy Practice (ADPP), and administrative and instructional support to the pharmacy faculty.


Assists the office of the ADPP through the provision of administrative support for:

     Independent development and management of clinical and faculty services contracts

          • Affiliation Agreements

          • Practice Faculty and Co-Faculty Contracts

          • Resident Services Agreements

          • Third-party Services Agreements

     Coordination of annual pharmacy practice faculty reviews

     Coordination of pharmacy practice faculty teaching assignments

     Management and documentation of pharmacy practice faculty's scholarly output and grant submissions

     Coordinate faculty documents (e.g., personnel folders, conflict of interest and accomplishments tracking forms with associated production of reports for stakeholders)

     Facilitate production of faculty and staff meetings and development workshops

     Production of pharmacy practice reports and documents

     Electronic communications to the practice faculty (e.g., creation of electronic elections, creation of electronic surveys, dissemination of information and materials, etc.)

     Administration of Pharmacy Practice Faculty Meetings and associated communication processes

     Manage email groups for department contact lists

     Assist in the tracking, creation and dissemination of affiliate appointment letters and certificates

     Reconciliation of month-end financial transactions (deliverable to Executive Assistant to the Dean)

Coordination of Letters of Agreement for affiliate faculty services

Assists as pharmacy program contact person for management of CHP clinical externship affiliation agreements

Provides administrative support to Faculty & Staff Meetings.  Assists Executive Committee’s faculty representative in meeting agenda creation and organization.

Assists Pharmacy Faculty through the provision of administrative support and academic support: 

     Teachers’ aide for Pharmacy Practice courses (student and faculty video management, generate curricular materials, create sponsored accounts for teaching residents and pharmacy practice preceptors)

     Facilitating pre-scheduled classroom activities

     Purchasing resources and conference & travel arrangements, and tracking faculty professional development expenses (in conjunction with Executive Assistant to the Dean)

     Assistance with faculty expense reimbursements (in conjunction with Executive Assistant to the Dean)

     Serve as peer reviewer of faculty instruction

     Management of faculty access to electronic resources (e.g., Pharmacist’s Letter)

     Management of new faculty and staff on-boarding and off-boarding (e.g., HR appointments, computer purchases, key authorizations, etc.)

Assist Faculty and the Director of Curricular Operations in the procedures of examinations:

     Management of exams using examination software

     Proctor Exams & Quizzes

     Preparation: hard copies/images for exams

Providing support and assistance to the Director of Curricular Operations in the management of learning tracks (10% of efforts)

Administrative support to the Office of Global Pharmacy Education and Research (10% of efforts)

SECONDARY FUNCTIONS: Perform other related duties as assigned.

SOP secondary contact for program website: updating and maximizing effectiveness for web audience.

Other responsibilities as assigned, including:

     Finance administration assistance, upon request

     Support to Office of Assessment:  Bi-weekly course evaluations maintenance (secondary)

     Supply and inventory maintenance, upon request

     Student compliance with SOP requirements, upon request

     Facilities management, upon request

     Event planning.  Assist as needed in large, organized events, such as Orientation, Career Expo, etc.

     Assist staff team members in event set-up and take-down

     Serves as a supportive, voting member to a School standing committee, as assigned.

     Assist with Interprofessional Case Conferences & Interprofessional Courses (secondary)

JOB SCOPE: Performs duties independently with minimal supervision, operating from specific and definite directions.  Decisions are of an independent, but routine nature, made within prescribed operating guidelines, policies, and procedures.  Mistakes/errors may result in work stoppage, loss of business, poor customer relations, and/or damage to product, all of which can have negative financial implications to the university.

SUPERVISOR RESPONSIBILITY: Position has no supervisory responsibility.


Bachelor’s or Master’s degree in education or experience in academia is preferred

Minimum 1 year experience in administrative tasks is preferred

Detail oriented, ability to multitask responsibilities, competent in Microsoft Office applications (Word, Excel, PowerPoint).  Experience with educational software preferred (Moodle, E*value, and Qualtrics).

Excellent verbal and written communication skills


a) Communicates with students, faculty, staff and the public appropriate to the age of the individual served.

b) Builds on basic learning and carries it from one situation to another.

c) Demonstrates critical thinking skills in problem solving and decision-making.

d) Asks questions and seeks assistance.

e) Takes responsibility to eliminate the source of problems.

f) Demonstrates confidentiality regarding information pertaining to all students, faculty and staff as required by law (FERPA, HIPAA, etc).

g) Maintains proper appearance and personal conduct for the employee’s particular job.

h) Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with persons of diverse ethnic and cultural backgrounds.

i) Ability to take the initiative to question, challenge, research and propose change to procedures and effort to assure efficiency and integrity within the School of Pharmacy.

j) Ability to create and maintain database information and assist in generating reports

k) Excellent team-player and demonstrates an ability to work well with administrators, faculty, staff, and students

WORKING CONDITIONS: Typical office working conditions; computer work required for large portion of many days; some evening and weekend work is required (e.g. special academic ceremonial events)

PHYSICAL ACTIVITIES: __Climbing __Balancing __Stooping __Kneeling __Crouching __Crawling þReaching þStanding þWalking __Pushing __Pulling þLifting þFingering þGrasping __Feeling þTalking þHearing þRepetitive motion

PHYSICAL REQUIREMENTS: þSedentary work þLight work __Medium work __Heavy work __Very Heavy work þVisual acuity

Application:  Interested applicants for this opportunity should submit a letter of interest, a curriculum vitae, and names of three references with their telephone numbers, email addresses, and an explanation of the relationship to the applicant.  The letter of interest should discuss the applicant’s experience and qualifications for the functions of the position.  Application materials will be screened; candidates for interview will be selected and notified by email.  All applicants will receive notification when the position has been filled.  Employment is contingent upon eligibility to work in the United States and criminal background check.

A competitive recruitment and selection process is being conducted for this job opportunity; if a U.S. worker is not selected pursuant to this process, an application for alien employment certification may be filed on behalf of an alien to fill the job opportunity.

Submit application materials electronically to:  Ian Doyle, PharmD, Assistant Dean for Pharmacy Practice, School of Pharmacy, Pacific University, idoyle@pacificu.edu

Review of applications begins immediately and will continue until the position is filled.


Pacific University is a small but diverse community, where students thrive in a personal academic environment.  Tracing its roots back to 1849, when it began as a school for orphans of the Oregon Trail, Pacific has long been devoted to making a difference in people’s lives.  Nestled in the valley at the base of the coastal range and Mount Hood, the university is only a half hour to the Portland metro center.

Today, students study in a unique combination of undergraduate, graduate and professional programs in the liberal arts and sciences, optometry, education, health professions and business.  Pacific University has campuses in Forest Grove, Hillsboro, Eugene and Woodburn, Ore., as well as an office in Honolulu.  In addition, a variety of Pacific University health and eye clinics throughout the Portland area serve patients and provide students with practical experience.

At Pacific University, students and faculty engage in discovery through close, nurturing relationships that provide extraordinary learning experiences.  International study, service learning, internships and co-curricular activities have been integral parts of the education of nearly 25,000 alumni worldwide who share in the Boxer spirit.


It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression (including a transgender identity), sexual orientation, military, veteran or Vietnam Era status in admission and access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other classification protected under state or federal law, or city ordinance.  Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.