Operations Coordinator - School of Pharmacy

The School of Pharmacy at West Virginia University is currently accepting applications for an Operations Coordinator.

About the Opportunity

The Operations Coordinator manages the day-to-day operations of the Office of Academic Affairs within the School of Pharmacy. This position works independently and provides a high level of administrative support to the Senior Associate Dean of Academic Affairs and Educational Innovation in designing, planning, and coordinating events, meetings, curricular, and instructional components of the Doctor of Pharmacy (PharmD) program and ensuring smooth academic operations. This position requires onsite work, with potential for occasional hybrid work after the first 90 days.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Operational/Administrative
Course and Classroom Scheduling

• Serves as the primary School of Pharmacy Schedule Listing Index (SLI) Coordinator to schedules classrooms and event spaces for academic courses, ensuring optimal space utilization, managing conflicts, and coordinating with faculty and to meet classroom needs.
• Coordinates the scheduling of required and elective courses for a specific cohort, optimizing classroom use.
• Coordinates and participates in events sponsored by the Office of Academic Affairs (e.g., curricular focus groups, accreditation meetings).
• Develops classroom requests for semester and final exams according to individual class schedules for the Doctor of Pharmacy and PhD programs utilizing 25Live. Oversees accuracy, updates and submission of SLI to assure appropriate information such as course director, course title, credit hours and semester to be offered for publishing in the university schedule of courses/catalogs.
• Oversees scheduling of courses, examinations, and other scheduled events related to the curriculum in the Banner records system.

Catalog Updates, Course, and Program Change Submissions to the University

• Updates curricular and faculty information in WVU's Undergraduate and Graduate catalogs; coordinates submission of catalog changes to the Office of the Registrar.
• Reviews and submits new course and program applications or course and program modifications for submissions to the University, facilitating the movement through the University approval process.

Accreditation/Program improvement

• Creates documents, reports, and supplemental materials required for continued accreditation of the PharmD program by the Accreditation Council for Pharmacy Education and for reporting to the American Association of Colleges of Pharmacy.
• Creates annual surveys for students, faculty, alumni, and other constituents. Distributes evaluation forms and analyzes evaluation results.
• Coordinates and manages curriculum data from curricular surveys, course reviews, and focus groups, and prepares summary reports.
• Compiles information and compose reports for School of Pharmacy publications (i.e., annual alumni report, newspaper press releases) related to the Doctor of Pharmacy degree program.

Event Planning

• Plans and oversees ceremonies and meetings hosted by the Office of Academic Affairs, including the annual Scholarships and Awards Convocation, resident orientation, teaching assistant orientation, and Town Halls and retreats related to the Office of Academic Affairs. Responsibilities may include but are not limited to: development and review of guest lists and attendance; creation of online application forms and Excel spreadsheets, creation of itineraries and meeting packets; and selection of venue, menu options, and floral and musical arrangements.
• For the Annual Scholarships Convocation:
  
  
  
  • Online Scholarship Application Management: Develops and maintains an online scholarship application platform for students to apply. This includes setting up forms and ensuring data collection is streamlined.
  • Data Collection and Organization: Gathers necessary student demographic information, including financial need, GPA, and other relevant details for the scholarship selection process.
  • Spreadsheet Creation: Prepares and maintains spreadsheets with applicant data to assist the Awards Committee in selecting scholarship recipients.
  • Award Notifications: Prepares and distributes notifications to students informing them of their awards.
  • Provides on-site supervision of each event to ensure event quality standards are maintained.
  • Collaboration with Financial Aid: Provides the necessary scholarship data to the Office of Financial Aid to ensure proper allocation of funds and records.
  • Donor Relations: Collaborates with donors by sending pictures from the event and coordinating thank-you messages to express gratitude for their contributions.
  
  
  
  

Other Operational/Administrative Functions

• Creates and administers systems and structures to manage information flow between assistant/associate deans, department chairs, faculty, adjunct faculty, and other department staff at the School to achieve shared goals.
• Maintains the School of Pharmacy Faculty and Staff intranet, guidelines and procedures documents, and independently updates routinely as needed.
• Develops information materials, such as program pathway requirements, for students, faculty, and the general public.
• Serves as the scheduling coordinator for local pharmacists and other practitioners teaching in the professional program and process their adjunct appointments.
• Coordinates special projects related to Academic Affairs, frequently independently identifying needed resources and following through with evaluation activities.
• Performs other duties as assigned.

Fiscal Management

• Plans, develops, implements, and monitors fiscal operations of the office, including state-appropriated funds, expense accounts, purchasing agreements, and/or other appropriations from a variety of funding sources.
• Works with the Senior Associate Dean for Academic Affairs and Educational Innovation on operation budget proposal for the upcoming fiscal year. Estimates past expenditures and develops a spending plan for internal use on all budgets. Monitors and advises Senior Associate Dean of the status of accounts and recommends appropriate courses of actions. Reviews monthly reports from system and reports status of accounts to the Senior Associate Dean on a regular basis. Completes reports as required.
• Provides fiscal management of academic affairs budget fundings. Tracks and reconciles revenues/expenditures and all sub-budget reports utilizing MyReports and MAP. Confirms appropriate funding and adequate budget before incurring expenses and paying invoices.
• Researches and correct and budgetary discrepancies by conferring with both internal and external constituents; ensure appropriate corrections are made.
• Utilizes Moutaineer Marketplace to pay internal invoices, review, and issue payment for contracts, order supplies and equipment for faculty, and issues internal transfers.
• Responsible for contract and license renewal for academic licenses, such as RxPrep, APhA PharmacyLibrary, and LexiDrugs.
• Develop new contracts with external organizations and vendors for products and services related to Academic Affairs
• Communicates with the Expert Business Officer (EB) of the School of Pharmacy as necessary regarding fiscal matters.
  Teaching Assistants and Exam Oversight
• Assigns graduate student teaching assistants (TAs) to classes and laboratories to assist in the delivery of the Doctor of Pharmacy degree curriculum.
• Oversees the scheduling and coordination of TAs for examinations to ensure they are assigned to proctor exams effectively and in a timely manner.
• Gathers and evaluate feedback from faculty and students regarding TA performance, providing guidance and support to improve their roles. Provides functional guidance and training to graduate students for efficient functioning of the professional curriculum.
• Proctors exams as needed, ensuring a smooth and efficient process while maintaining the integrity of exam procedures.

Dual Degree Management

• Oversees the administration and coordination of established dual degree programs (i.e., PharmD/MBA, PharmD/MHA).
• Advises students on program structure, scheduling, application process, and degree requirements.
• Ensures smooth coordination between colleges, align curricula, and support student advising.
• Leads the development of new dual degree offerings by assessing student interest, analyzing feasibility, and drafting proposals and documentation for university approval.
• Monitors enrollment trends and student feedback to inform continuous program improvement.
• Coordinates marketing, recruitment efforts, and information sessions to promote dual degree opportunities.

Residency Teaching Certificate Program Management

• Coordinate day-to-day operations of the teaching certificate program, including scheduling sessions and managing logistics.
• Serve as the primary point of contact for program participants, responding to inquiries and providing guidance.
• Maintain program records, track participant progress, and assist with certificate completion processes.
• Support instructors and guest speakers with materials, communications, and session setup.

• Bachelor's Degree in related field or equivalent experience
• A minimum of two (2) years of experience in project management, accounting, and/or academic administration
  
  
  
  • Program management
  • Data collection and analysis, program evaluation
  • Basic accounting/budget experience
  • Experience with student learning management systems preferred
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Advanced computer skills, particularly with systems and applications (word processing, database, spreadsheet, presentation, and publishing).
• Demonstrated proficiency in Microsoft Office including Word, Excel, PowerPoint, Access, and Publisher.
• Management system experience in large, multiuse academic databases such as RxOutcomes and Digital Measures.
• Knowledge of event budgetary methods.
• Knowledge of finance, accounting, budgeting, and cost control procedures strongly desired.
• Knowledge of WVU policies and procedures related to purchasing and budgetary matters is desired.
• Ability to prepare comprehensive reports and present ideas clearly and concisely.
• Ability to see that daily details are taken care of and global goals are being achieved.
• Skills in organization and time management to coordinate several events simultaneously.
• Demonstrated ability to work independently, exercising judgment, with the capability to make quick and efficient judgments.
• Excellent organizational skills.
• Excellent interpersonal skills.
• Strong customer service orientation toward both internal and external constituencies.
• Excellent attention to detail.
• Knowledge of medical terminology and general pharmacy education concepts is desired.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.