Business Title: Experiential Services Program Specialist
Employee Type: Classified
Job Family: Civil Service - OT Eligible
COVID-19 Vaccination Information:
In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full Vaccination or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at [email protected] or 509-335-4521 if you have questions.
Summary of Duties:
This is a full-time position within the Office of Experiential Services. Under general supervision this position is responsible for providing exceptional customer service for all clientele served, including students, preceptors, and practice sites. Supervises Program Assistants and is responsible for overseeing onboarding processes and policies for student clinical placement rotation experiences, Advanced Pharmacy Practice Experience (APPE) and Introductory Pharmacy Practice Experience (IPPE) rotations. Provides outreach to inform on onboarding policies. This role requires attention to detail to ensure students can successfully begin their experiences on time, and that partner site needs are met.
Responsible for overseeing onboarding of Doctor of Pharmacy students of assigned APPE/IPPE practice sites. Serve as a primary onboarding specialist for a portion of the PharmD students. Onboarding duties include but are not limited to collecting and disclosing: immunization records, drug/background checks, CPR, malpractice insurance, intern licenses and any site specific requirements. Process access requests as needed by sites for students, including technology access, key card approval, and/or alternative onboarding portal access. Maintain records in multiple software platforms.
Update Experiential Services information in multiple platforms with site specific onboarding changes including instructions for students and for other Experiential Services staff. Update and maintain confidential student and preceptor records both in physical files and electronic format. Assist in maintaining external contact lists for sites and program representatives.
Review and monitor student requirements (trainings, licensure and immunizations), inform students of actions needing to be taken for onboarding purposes, and answer questions regarding requirements. Identify non-compliance and escalate accordingly.
15% Onboarding Oversight & Coordination
Schedules and facilitates Program Assistant meetings regularly. Determines and delegates onboarding support for other Experiential Program Assistant(s) when needed. Directs and assigns student onboarding assignments to Program Assistants. Creates, maintains, and updates policies, procedures and communication templates for Program Assistants related to onboarding duties, ensures consistency among Program Assistants and in language used communicating onboarding requirements in software databases and in other written communication. Identify and act on opportunities for efficiencies. Ensures a high level of customer service is provided by Program Assistants to all stakeholders.
Leads coordinating onboarding advisement scheduling and processes for Program Assistants during high period times, such as after schedules are released to students. As well as ensuring Program Assistants have proper information regarding policies and procedures related to student change requests and special exception requests.
Handle confidential information about students, sites and preceptors with a high degree of professionalism. Monitors, notifies ES Director, and reviews new background check violations with ES Director. Responsible for handling sensitive onboarding information, to include communicating sensitive background check violation information for all students to onboarding personnel as needed for partner review.
Provides direction and guidance regarding contract related processes through oversight of the Program Assistant. Leads interactions with other Health Sciences programs on joint or multi-program agreements.
15% Availability & Database Coordination
Responsible for leading annual availability request to sites and preceptors. Provide training to Program Assistants regarding availability inputting, create and maintain procedures. Oversee the inputting of annual availability into software platform by Program Assistants for assigned sites and communications with partners regarding availability and confirmation. Identify abnormalities in availability submissions, attempt to resolve, escalate and collaborate with ES Faculty or Director for complex matters.
Lead for APPE out-of-system external rotation process, including initial review for requests, making recommendation to ES Director, communicating with students and potential preceptors, building necessary information in rotation management system for those approved, and notifying contracting specialist when new contracts are needed.
Responsible for annual package cloning, including reviewing and updating CastleBranch requirements with input from ES team, make suggestions for deadline and item description updates or changes. Implements major changes with approval of Director. In collaboration with Office Assistant reviews Student Services communications regarding CastleBranch targeted to incoming students. Make recommendations to Director regarding major change suggestions. Responsible for activating and monitoring PINS utilized for package redemption. Collaborating with OA as needed to provide information on non-redeemed PINS. Monitors and identifies discrepancies on monthly background check report from CastleBranch for monthly background check screening accuracy.
Ensure new site and user account consistency once approved in software platforms, create and maintain procedure for Program Assistants in collaboration with ES Director.
10% Outreach & Program Support
Connect students with appropriate staff for higher level concerns. Redirect complex questions to appropriate personnel. Respond to general questions from student pharmacists, preceptors and practice site personnel to help resolve misunderstandings, student issues or other problems that may arise during onboarding and/or scheduled rotations.
Maintain positive working relationships with all practice site personnel and students.
Help to facilitate APPE/IPPE site reassignments for students with special circumstances and conflicts as needed. Notify ES Advisor and Coordinator of students needing ES advising appointments or registration holds due to professionalism concerns, non-compliance or non-responsiveness.
Provide outreach presentations (in-person, virtual and/or recorded) and materials specifically related to onboarding requirements. Collaborate with ES Advisor & Coordinator on outreach presentations that are broader and that target ES general information overview as well as onboarding related topics. Create and update informational documents and handouts for students regarding onboarding. Help coordinate and schedule experiential activities and/or events.
Lead streamlining and ensuring consistent communication, and timing of communications, to stakeholders (students, site and preceptors) regarding onboarding. Create and maintain communication templates for Program Assistants to utilize.
In collaboration with ES Director identify preceptor development opportunities, including outreach to CPPS faculty to determine workshops/continuing education opportunities faculty can provide to preceptors. Assist in the planning of CE, and drafting communications for ES provided preceptor development opportunities.
10% Supervision of Program Assistants
Recruit, interview and make hiring recommendations for program assistant positions. Oversee training of program assistants. Act on leave requests; initiate corrective and/or disciplinary action as needed. Motivate staff to achieve peak performance; conduct annual performance evaluations. Direct staff in developing, implementing, and conducting unit functions.
Responsible for oversight of day-to-day activities of assigned staff.
Provide training, assign tasks/projects, and follow-up to ensure work is completed accurately and on schedule.
Provide leadership and direction for Program Assistant development.
Perform other related duties and special projects as assigned.
A Bachelor's degree OR equivalent education/experience.
Demonstrated experience in customer service.
Demonstrated skill in organization and attention to detail.
Demonstrated excellent interpersonal, written, and oral communication skills.
Demonstrated proficiency in the use of Microsoft Office applications.
Two years of clinical placement/onboarding experience.
One (1) or more years supervisory experience which includes experience developing and maintaining a team and a team atmosphere, motivating and developing members to reach their potential, and providing direction and useful feedback.
Demonstrated ability to work effectively and harmoniously with internal and external constituents.
Demonstrated experience meeting deadlines.
Ability to maintain strict confidentiality.
Experience at WSU or other institute of higher education within a experiential or student support role (including student recruitment and retention, academic support or experiential coordination).
A Master's degree.
Demonstrated ability to work collegially and collaboratively with diverse internal and external individuals and groups.
Ability to multi-task and work with frequent interruptions.
Completion of the WSU HRS Supervisory Training series or similar supervisory training program.
Area/College: College of Pharmacy and Pharmaceutical Sciences Department Name: Department of Pharmacotherapy, Office of Experiential Services
Screening Date: January 19, 2022; open until filled Background Check: This position has been designated by the department to require a background check. Application Instructions: This posting will remain open until filled, however, to ensure consideration, please submit your application by the first screening date of January 19, 2022.
Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application. Required Documents:
Time Type: Full time
Position Term: 12 Month
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected].
Founded in 1890 in Pullman, Washington State University (WSU) is Washington’s land-grant university with an overarching mission of improving the quality of life for all citizens – locally, nationally, and globally. WSU is committed to innovation and excellence in research and scholarship. WSU has a current enrollment of over 30,000 undergraduate, graduate, and professional students and approximately 6,000 faculty and staff at its five campuses (Pullman, Spokane, Tri-Cities, Vancouver, and Everett), as well as its numerous other locations across the State of Washington and online through its Global Campus.
U.S. News & World Report's 2016 "America's Best Colleges" rankings place WSU in the top 75 public national universities. WSU was one of only three Northwest universities to be placed in the top two tiers, along with the University of Washington and the University of Oregon. WSU is ranked as a "highest research activity" institution by the Carnegie Foundation and is in the top 12 percent of research universities as reported by the National Science Foundation. Also, WSU was recognized by the Carnegie Foundation for the Advancement of Teaching for its engagement activities with i...ts Community Engagement Classification.
WSU employs approximately 6,000 faculty and professional staff and the University deeply values diversity among its faculty, students, and staff. WSU students represent diverse social, economic, and ethnic backgrounds: approximately 10 percent of WSU students hail from outside the state of Washington, and approximately 6.8 percent are international students. WSU annually awards more than $280 million in scholarships and financial aid to approximately 17,000 undergraduate students.