Administrative Assistant, School of Pharmacy/PA Studies
Location: West Hartford, CT · Posted: 2026-09-08 · Reference: 1243
The position supports the operations of the School of Pharmacy and Physician
Assistant Studies. This position will be assigned tasks by the dean, but a
primary responsibility is for administrative, operational, and logistical
functions supporting experiential education and admissions for both school
programs. The position serves as a liaison between the school, clinical
affiliates, and the university community by interacting with students,
faculty, staff, preceptors, and administration. The position also supports
Pharmacy and PA admissions through application review, as well as prepping for
and participating in interview days and open houses. Strong communication and
relational skills, as well as organizational and technical abilities are
required in order to perform this job successfully.
Schedule appointments and coordinate arrangements for meetings,
conferences, and travel.
Coordinate and verify completion of student and preceptor requirements for
the Pharmacy Program.
Respond to routine requests for information regarding all School programs
and events and refer complex requests to appropriate staff or faculty
members.
Provide support to students, preceptors, and pharmacy department for
experiential learning management systems
Assist in daily functioning of the school, including supplies, mailings
(including bulk), filing of sensitive data, student records upkeep and
other file management.
Assist in coordinating logistics for School events such as orientations,
white coat ceremonies, hooding ceremonies, interview days, and open
houses.
Collect and disseminate information within and beyond the University
accordingly.
Organize and maintain the pharmacy program's Experiential Learning
Management System, computer files, office files, and records in accordance
with School procedures, and follow up on pending matters.
Uses appropriate technology to compose and produce professional
correspondence, minutes of meetings, presentations, spreadsheets,
databases, and reports. Disseminate information accordingly.
Recognize and maintain circumstances of a confidential nature.
Perform other related duties as required.
Assist Pharmacy's Director of Experiential Education with establishment,
coordination, and maintenance of clinical sites, placements, and
preceptors for pharmacy student experiences.
Function as school liaison between the university, preceptors, and
clinical site representatives.
Assist in reviewing affiliates' organizational structure to ensure student
compliance with requirements of each affiliate, preparing and ensuring of
delivery of information to clinical sites in a timely and accurate manner.
Assist the Assistant Dean of Admissions & Student Experience with
application review.
Prepare for interview days including but not limited to printing
materials, stuffing folders, arranging classroom furniture; assist in
interview day sessions as needed.
Education & Experience
High School diploma or equivalent required; Bachelors' degree strongly
preferred.
Other Qualifications
Two to three years' administrative assistant experience preferred
One to two years' experience in a health care or educational setting or
recruiting/staffing experience, or equivalent education and experience
preferred
Strong project management and analytical skills; strong organizational
skills and attention to detail
Able to function independently while operating effectively within a team
environment
Possess solid general computer skills, including ability to work in a
Windows environment. Familiarity with specific applications used by the
University/Department a plus
Excellent oral and written skills and ability to communicate comfortably
with students, colleagues, and external constituents
Demonstrated ability to handle complex and multiple tasks in a
professional and efficient manner
Demonstrated ability to recognize and appropriately handle matters of a
confidential nature
Exhibits a high level of professionalism, creative problem solving,
diplomacy, and the ability to manage complex projects with minimal
supervision
Professional, courteous demeanor and appearance; ability to engage
positively and work professionally with students, faculty, staff and
administration and represent the University professionally in diverse
clinical settings
Commitment to the mission of the University of Saint Joseph
Physical ability to perform essential functions of the position, with or
without reasonable accommodation
