Program Specialist - School of Pharmacy

The School of Pharmacy at West Virginia University is currently accepting applications for a Program Specialist position.

About the Opportunity

The incumbent in this position serves as an ambassador for the School providing program specialist support for the state-wide continuing education (CE) and pharmacist certificate programs for the WVU School of Pharmacy. As the largest provider of pharmacy CE programs in WV, the school provides approximately 140 continuing education sessions each year in addition to five disease state/education or skills-related certificate programs to pharmacists and/or pharmacy technicians.

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 (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

• Supports the School's missions to improve the health of West Virginians and our global community by developing exemplary pharmacists and scientists: conducting meaningful research; and advancing pharmacy practice. Specifically, a strategic goal of the School is to provide continuing education programs to help practicing pharmacists adapt and thrive in a changing health care environment.
• Conduct a needs assessment and gap analysis of learners for all programs using Qualtrics/email/mail in conjunction with the Director of Continuing Education (CE). Summarize the results for use in planning upcoming educational activities.
• Plans and designs all CE activities for pharmacists and pharmacy technicians in coordination with the Director of CE
• Communicates with speakers to meet the Accreditation Council for Pharmacy Education's (ACPE) standards and policies including forms, guidance for development of presentations and learning assessments, identifies individuals to review speaker content, and prints or post speaker handouts for participants.
• Communicates with facilities to schedule meeting/lodging rooms, food, audio visual equipment, and other items necessary for upcoming CE sessions hosted by the WVU School of Pharmacy.
• Submit each CE activity into ACPE's database to create an activity description form (ADF) for the purpose of obtaining a universal activity number.
• Plans and designs a draft program brochure and/or flyer according to ACPE criteria to convey the goal of the CE program and learning objectives of each session to the targeted audience. Revises and edits materials prior to printing the brochure. Distributes or oversees the distribution of all program announcements and other publicity of the School's CE programming.
• Adds upcoming CE activities to the CE website and communicates information for social media to the School's Director of Marketing and Communications.
  
• Drafts meeting and speaker evaluations and learning assessment in the LMS for all activities.
• Reviews draft program announcements from joint providers of CE to ensure they meet ACPE standards and quality criteria.
• Administer, attend, introduce speakers and conduct educational programs independently in coordination with the Director of CE.
• In coordination with the Director of CE, attends and administers all programs within and outside of Morgantown which can occur during the week or on weekends.
• Verifies pharmacists and pharmacy technicians' attendance and completion of evaluations of continuing education credits for re-licensure.
• Submits all continuing pharmacy education credit to ACPE/National Association of Boards of Pharmacy (NABP) Continuing Pharmacy Education (CPE) monitor.
• Estimates and budgets costs for all CE activities including facilities and services. Prepares a proposed budget, collects registration fees and deposits in the appropriate account.
• Administers WVU e-commerce, an on-line payment gateway.
• Maintains and monitors accounts, processes requisitions, speaker contracts, travel invoices (reservations, transportation, expense accounts) and purchasing for the School's CE programs in Marketplace and/or MyExpenses. Provides account status information.
• Processes requisitions, vendor's invoices and payment distributions and communicates with various vendors concerning status of agreements/contracts. Maintains a spreadsheet of all income and expenses and prepares monthly reports.
• Prepares invoices to bill for external CE activities and sends them to the external contact for prompt payment of any CE related activity fees.
• Effectively communicates in a timely manner with external and internal constituents, speakers, and other staff one-on-one, and via telephone, mail, or e-mail.
• Advises and answers prospective and current participants' questions relating to CE program dates, CE activities, registration on LMS, specific CE licensure requirements and other relevant CE inquiries.
• Arranges for accommodations and meeting facilities, transportation, and audio-visual requests. Orients conference participants to facilities, parking, and other facets of the meeting location. Acts as liaison to the caterer, hotel management, and other personnel.
• Coordinates travel arrangements for faculty and staff. Processes travel requisitions for submission to the appropriate office. Resolves problems as they arise through contacts with appropriate units within and outside the program area.
• Communicates with members of the School's Lifelong Learning/CE Committee to establish meeting dates. Develop meeting agenda, take minutes and distribute minutes to committee members.
• Develops and implements inter-office data keeping systems for the program. Implements, standardizes, and maintains ACPE program documentation.
• Administers the Lux Learning Management System, an on-line continuing education management software.
• Manages administration of UmbracoCMS, the website software, and performs routine text, data, and image updates to the CE website.
• Assists in authoring and submitting reports and articles for internal and external publication and ACPE regarding issues affecting the program.
• Assist with grant writing and securing secure external educational funding. Maintains a database of funding sources and contacts of pharmaceutical manufactures. Researches additional funding information for CE activities development opportunities.

• Master's degree in Health Education, Business, Communications, Public Relations, or related field.
• A minimum of 6 months of experience.
• 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

• Ability to communicate clearly and concisely, both orally and in writing and explain policy and procedures to others using correct English grammar, spelling, and punctuation.
• Display excellent public speaking and interpersonal communication skills (e.g., friendly, cooperate, and professional attitude).
• Ability to work independently, exercising judgment, discretion, and initiative in performing complex technical work in a variety of subjects, programs or projects
• Ability to maintain proper unit attendance and punctuality standards
• Ability to rapidly acquire a working knowledge of the School/University's policies and procedures pertaining to purchasing, payment gateway, and multi LMS specific to pharmacy CE.
• Ability to rapidly learn the mission, goals, policy and procedures of the program, and ACPE's standards, policies and criteria for quality education and federal regulations impacting the program.
• Ability to establish and maintain effective relationships and deal tactfully with internal and external constituents, pharmacists, pharmacy technicians, and speakers.
• Ability to coordinate many different tasks, determine relative importance of each, set deadlines, and complete projects and follow-up from CE activities in a timely manner.
• Demonstrated ability to plan, organize, and coordinate conferences, seminars, and programs.
• Ability to prepare brochures and comprehensive reports and present ideas clearly and concisely.
• Thorough knowledge of office methods, procedures, practices and protocol.
• Knowledge of principles and practices of fiscal record keeping including Oracle.
• Demonstrated advanced skills in the use and operation of a personal computer utilizing various word processing programs specifically Microsoft Word, Excel; and PowerPoint; and desktop publishing software packages plus willing to learn Umbraco for development of Web pages for purposes of offering CE on the Internet.
• Demonstrated ability to use educational technology such as multi-media projectors and troubleshoot problems
• Ability to learn to develop on-line information sites and website.
• Ability to reason logically and solve problems independently.
• Flexibility to travel for day and overnight trips to all areas of the state and on occasion out-of-state.
• Flexibility to work nights and weekends.

• Valid drivers license (travel to educational programs on and off campus).

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.