Administrative Assistant to the office of the Dean of Pharmacy

Buffalo, NY

I. General Statement of Duties

Provides secretarial, budgetary, and software support services to the administrators, faculty and staff of the School of Pharmacy, and reports to the Dean of the School of Pharmacy.

II. Distinguishing Features of the Position


• Create/maintain professional atmosphere in the School of Pharmacy.

• Supervise appropriate staff and work study students.

• Organize/delegate workload for other staff positions.

• Handle correspondence incoming and outgoing. Schedule appointments with students, faculty, staff, college personnel, and visitors wanting to meet with the School’s administrators.

• Assist in School committees including dissemination of information and meeting minutes.

• Create/manage necessary databases.

• Supply secretarial support to faculty and administrators.

• Plan, coordinate and oversee all major events in the School such as White Coat Ceremony, Graduation Luncheon, Golf Tournament, Continuing Education, and all others deemed appropriate.

Budget Administrator Office of the Dean

• Purchase supplies for the School of Pharmacy.

• Maintain the overall budget for the School of Pharmacy’s operative budget, projects and endowed scholarship.

• Create/manage databases to track and predict budget needs and expenditures for the School.

Software Support

• Provide faculty and student support for cloud-based assessment and course delivery applications, but not limited to ExamSoft and CORE (and related student e-portfolios).

• Provide support for the adaptation of new software packages such as Watermark and Canvas.

• Maintain applications and manage software problems, and act as a liaison between the School and system consultants.

• Design, implement and generate assessment reports as required by accreditation standards, internal and external stakeholders, and College reports.

III. Examples of Duties (illustrative only)

• Maintain supply inventory

• Pick up incoming mail, open, sort, and disseminate

• Support the creation of course work materials, grants, proposals etc. for the School

• Answer routine inquiries and route technical inquiries to proper persons.

• Prepare and maintain calendar for appointments for the Dean

• Type letters, bulletins, reports, and compose routine memos and letters

• Type purchase requests, (office, lab supplies), faculty reimbursement etc.

• Verify payment of invoices

• Handle maintenance requests (ticket system)

• Type agendas and minutes of designated meetings

• Copy, when necessary, distribute, and post information


• Coordinate events for outside vendors.

• Maintain confidential material including current student, alumni and faculty files

• Schedule appointments, rooms, and services for special events for School

• Prepare work study student schedules

• Purchase all supplies for student and research laboratories, and the School

• Actively maintain the School’s budget

• Actively participate in the creation of the School’s budget

• Be available to support common software used in the School.

• As required, aid in running assessment reports used in measuring the School’s educational outcomes, student progression, and mastery of pharmacy skills.

• Aid in the creation of reports for review, analysis and interpretation for appropriate internal and external stakeholders.

• Aid in the collection of survey data from current students, alumni and employers and create reports for faculty review, analysis, and interpretation.

• Ensure that all required assessment data is disseminated to pertinent internal and external stakeholders as mandated by accreditation standards or as required by the College.

• Plan, implement and oversee (including budget) all major School events such as White Coat, graduation, continuing education, etc.

VI. Required Knowledge, Skills and Abilities

• Good communication and organizational skills

• Respond in a timely, courteous, and professional manner

• Operate office equipment

• Excellent skills with MS Office: Access, Excel, Word programs, and other requisite software.

• Web based instruction and communication.

• Ability to make decisions, work under pressure, and meet deadlines independently.

• Maintain professional appearance.

• Responsible and able to problem solve.

• Strong organizational, communication and interpersonal skills.

V. Acceptable Training and Experience

• Associate’s or Bachelor’s (preferred) degree

• Experience in a business or educational setting.

• Management background or equivalent professional history.

D’Youville University continues to grow its commitment to Diversity, EQUITY, and Inclusion. Remaining true to the teachings of our Patroness, St. Marguerite d’Youville, we seek to selflessly and compassionately contribute to humanity by improving the lives of individuals and society through education. D’Youville University was founded to extend a hand to those in need and equip them, through education, with the skills necessary to change the world.