Business Title: Experiential Services Coordinator & Advisor
Employee Type: Admin. Professional
Job Family: Administrative Professional - 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:
Washington State University is focused on being a leader in advancing, promoting and protecting human health by providing a transformation educational experience to the next generation of health providers.
The Office of Experiential Services in the Department of Pharmacotherapy is seeking an enthusiastic, customer-service oriented, organized, and engaged individual to join our team. This position is responsible for working with students, and connecting them with experiences that will impact their academic success and future careers. This position will assess student and partner needs by implementing systems and processes for the Office of Experiential Services (ES) that relate to student programming and services.
Successful execution of the position includes advising for rotation scheduling, student/preceptor/site issues; interpreting and advising on academic procedures, and documenting program requirements; conducting presentations regarding programmatic information; and implementing quality improvement in compliance with accreditation standards.
This position reports to the Director of Experiential Services, and may act on behalf of the Director, in her/his absence.
Develop rapport and productive support relationships with PY1-PY4 students through advising on experiential site rotations, planning specialty rotations, and necessary application preparation.
Responsible for facilitating fourth year student Continuing Professional Development (CPD) requirements, including communicating requirements to students, and ensuring completion of mandatory one-on-one advising appointments with each fourth-year student to review CPD activity submissions. In collaboration with CPPS Student Success Advising team to make and act on recommendations for changes to PY4 CPD requirements.
Maintain student success by building relationships with and connecting students to campus and community resources; make appropriate recommendations/referrals to academic assistance programs as needed.
Monitor and manage student progress in relation to program requirements, and correspond with preceptors regarding students' programmatic problems and deficiencies. Serve as the first point of contact for escalating situations and determine which require further escalation. Hold non-compliance/professionalism meetings for all students that fail to resolve compliance with ES requirements.
In collaboration with the Director, monitor and manage the resolution of complex problems, and special student rotation circumstances which often require analysis of unique issues and/or adapting nontraditional approaches. Responsible for working with out-of-sequence students, including scheduling advisement, coordination of rotation scheduling, enrollment and communications with appropriate parties.
Provide timely and accurate information and interpret academic requirements as well as University policies and procedures to current students and the CPPS community. Respond and log incidents appropriately providing guidance according to CPPS and University policies, including needlestick incidents. Work with students seeking a leave of absence during their PY4 rotations, advise regarding processes, and make recommendations to Director.
Ensure compliance with CPPS and University policies and standards in relation to grades, graduation and degree requirements and associated issues. Responsible for placing and removing ES holds on student accounts in collaboration with Office Assistant and Program Assistants regarding student compliance to ES requirements.
30% Outreach & Administrative Activities
Responsible for providing outreach presentations in-person, virtually and recording presentations regarding Experiential Services and rotation placement information. Respond to presentation requests from student organizations and faculty. Create and update informational documents and handouts for students. Identify areas for improved communication and create materials accordingly in collaboration with Director.
Lead communication efforts to students regarding rotation planning, placement processes and general information sharing that include both written and verbal communication, presentations and helpful electronic handouts. Manage outreach to students who are not making satisfactory progress and provide resources for academic, personal health/wellbeing support.
Respond in a timely manner to all current student, faculty, and preceptor inquiries. Use independent judgement to research and resolve problems related to current student needs; resolve day-to-day administrative and operational issues.
Manage international and specialty rotations, to including but not limited to: facilitation of informational sessions, application and interview process training, and communication with WSU International personnel as well as local, state and out-of-state agencies affiliated with international/specialty rotations. Communicate to all stakeholders involved, ensure selected students are hand-scheduled appropriately and in-line with broader scheduling timeline, provide updated communications to all parties involved.
In collaboration with the Director conduct review of placement schedules prior to being released to ensure they meet curricular requirements and abide by programmatic policies.
Escalate appropriate situations to ES Faculty or Director. Act on behalf of the Director, when appropriate, at meetings, over the phone, and in the Directors absence, to internal and external constituents pertaining to the areas of responsibility for student and site situations that warrant immediate attention. Manage all working relationships with student and staff in a confidential manner.
Serve as the Experiential Services Office liaison to Financial Aid, to provide necessary rotation information regarding APPE rotations that impact financial aid, as well as liaison for Access services in Student Affairs for accommodations. Upon notice of accommodations take action to review approved accommodations to ensure alignment with rotation/programmatic requirements, discuss with students, work with preceptors regarding the accommodations and in complex situations involve the Director.
Support department through participation in a variety of department activities and committee work, including serving on the graduation and career fair planning committee with the expectation to participate and support day-of event activities.
Provide administrative advisement on academic program compliance and related issues including degree completion requirements, scheduling and policies to students, faculty, and/or departmental staff; serve as liaison between students, faculty and administration, as necessary. Lead PY4 communications and workshops regarding residency, graduation steps, licensure information/requests and degree conferral process. Monitor degree conferral for PY4 students, investigate and resolve issues impeding conferral in coordination with Student Services as needed. Verify and submit graduation verification information to various State Boards of Pharmacy. Oversee graduation and licensure webpage and coordinate edits as necessary. Send graduation and licensure information to PY4 students to act on.
Make recommendations concerning improvement of programs and services for quality improvement in line with accreditation standards resulting from stakeholder feedback, including informal feedback, and CPPS AACP graduating class survey data.In collaboration with ES Director make annual manual updates to both IPPE and APPE Student and Preceptor manuals.
Assist with the preparation of requested reports. Create, update and maintain ES internal policies and procedures related to position duties.
15% Experiential Services Program Support
Responsible for reviewing low-score evaluations, soliciting additional feedback as necessary and holding meetings to discuss feedback as requested or as needed. Identify concerns and/or patterns that require ES Faculty or Directors attention. Suggest preceptor(s)/site(s) that may benefit from a site visit and/or development opportunities to address concerns identified. Serve as primary contact to resolve student or preceptor concerns prior to escalating, as needed, to Director or to ES Faculty member.
Review, monitor and process student pharmacist, preceptor, practice site and curricular evaluations completed during scheduled IPPE/APPE rotations. Identify concerning patterns and escalate accordingly.
Responsible for determining APPE course enrollment for cohort and providing enrollment information, including changes to Office Assistant for processing.
In coordination with Office Assistant will follow-up with students and preceptors that have overdue evaluations and have been non-responsive to Office Assistant communications.
Assist in following-up with non-responsive sites or sites that show high reduction in availability. Provide support as necessary to other team members during high volume times.
Perform other duties as assigned.
Bachelor's degree and two (2) years of full-time academic advising experience at a college or university or related education/experience. A Master's degree in a related field may substitute for one (1) year of professional work experience. Any combination of relevant education and professional experience may be substituted for the educational requirement on a year-for-year basis.
Experience with academic/career advising, and experience applying academic rules and regulations.
Demonstrated computer software skills, including the ability to use office software, such as databases, spreadsheets, word processing, and Outlook.
Advanced skills in the use of Word, Excel, Adobe Acrobat Pro, and Outlook.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated ability to remain professional, courteous, and interact effectively with people in a positive manner that engenders confidence and trust.
Strong interpersonal skills and the ability work collaborative in a team environment.
Demonstrated ability to prioritize job tasks effectively and multi-task to meet deadlines.
Master's degree in related field.
Working knowledge of learning styles, retention strategies, and academic success strategies.
Understanding and belief in developmental academic advising.
Strong public speaking skills and the ability to develop and deliver engaging and informative presentations to students and parents.
Experience advising, counseling, teaching at the post-secondary level.
Experience using student records databases/programs for higher education institutions.
Previous work experience at an institution of higher education.
Experience implementing student related policies and procedures.
Education in and/or experience with assessment and outcomes management.
Previous work experience with a College/School of Pharmacy or other educational program.
Experience in higher education, recruitment, and program development and evaluation.
Experience in experiential site development.
Experience working with diverse faculty, students and staff.
Familiarity with Washington State University academic rules and regulations.
Area/College: College of Pharmacy and Pharmaceutical Sciences Department Name: Department of Pharmacotherapy, Office of Experiential Services
Monthly Salary: $3,800-$4,058 per month DOE FTE: 100% Permanent/Temporary/Project:Permanent
Posting Close Date: Applicants must submit their completed application by January 30, 2022 at 11:59 p.m. Background Check: This position has been designated by the department to require a background check. Application Instructions: 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.