Administrative Coordinator- IL- Pharmacy Practice

Midwestern-University; Downers Grove (IL); On-site; USD 30,000 - 40,000; Full time

Job summary

Midwestern University in Downers Grove, IL, seeks an Administrative Coordinator- IL- Pharmacy Practice to provide comprehensive office support to the Chair, Vice Chairs, and faculty. This on-site role coordinates meetings, onboarding, event planning, and department operations, reporting to the Chair.

Requirements include a high school diploma or GED, 5–7 years of administrative experience, and proficiency with MS Office.

Qualifications

• High school diploma or GED is required.
• One-year certificate from college or technical school or Associate degree is preferred.
• 5-7 years of previous administrative work experience.
• Professionalism and discretion in handling sensitive information.

Responsibilities

• Greet students and guests in the office suite.
• Schedule meetings for Chair, Vice Chairs, and faculty.
• Serve as Department liaison with university support units.
• Coordinate faculty performance evaluation meetings with the Chair.
• Assist with planning and staffing of College and Department events.
• Coordinate outside facilitators, graders, and lecturers with Chair/VP.
• Oversee onboarding for outside faculty and process payments.
• Manage student evaluations of faculty and courses and maintain archives.

Skills

MS Office proficiency

Education

High school diploma or GED

Associate degree or certificate preferred

Job description

Administrative Coordinator- IL- Pharmacy Practice

Job Category: Staff

Requisition Number: ADMIN004550

• Posted : October 6, 2026
• Full-Time
• On-site
• Rate : $25.55 USD per hour

Locations

Showing 1 location

Description

Summary:

The Administrative Coordinator provides administrative support to the Chair, Vice Chairs, and the faculty members in the Department of Pharmacy Practice. This position reports to the Chair of the Department of Pharmacy Practice.

Essential Duties and Responsibilities:

Department Support: (30%)

• Greet students and guests in the office suite.
• Schedule meetings for Chair, Vice Chairs, and faculty.
• Serve as the Department liaison with university support units.
• Schedule faculty performance evaluation meetings with the Chair.
• Provide administrative support to assigned College and Department committees.
• Facilitate meeting scheduling with outside partners and coordinate site partner faculty evaluations.
• Assist with planning and staffing of College and Department special events.
• Schedule Department meetings and serve on the Department Retreat Planning Committee.
• Assist with resident recruitment, interview scheduling, and onboarding.

Administrative Support: (20%)

• Support daily Department operations.
• Oversee business services for the Department and manage supply ordering for grant accounts.
• Process check requests and manage the Department credit card.
• Track faculty PDFs.
• Maintain the supply inventory and order supplies needed for courses.
• Serve as contact person for faculty to assist in organizing student competitions and special events.
• Coordinate outside facilitators, graders, and lecturers in consultation with the Chair or Vice Chair, including communication regarding accessing campus, parking, and entering visitor passes.
• Serve as liaison to all outside faculty, including developing LOAs/ICAs.
• Complete onboarding for outside faculty and oversee payment processing.
• Schedule and oversee all student evaluations of faculty and courses. Distribute faculty and course evaluations.
• Maintain and organize Department archives, including Canvas/BrightSpace D2L courses.
• Assist with collection and organization of syllabus materials.
• Support Pharmacy Practice courses to include proficiency in Canvas/BrightSpace D2L and ExamSoft, exam and make-up exam proctoring, and other essential TA duties as needed.
• Other teaching support as needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner with regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED is required. One-year certificate from college or technical school or Associate degree is preferred. Must have 5-7 years of previous administrative work experience.

This individual should maintain a professional work environment and establish a positive rapport with faculty, staff, students, and visitors; respond to faculty members, staff and outside requests in a timely and responsive manner to ensure efficient Department operation. Confidentiality in the processing of sensitive information is of utmost importance in the day-to-day operation and interaction with students, faculty, staff, and outside visitors.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Intermediate skills: Ability to calculate figures and amounts such as discounts, interest, commissions and proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit, talk or hear. Regularly required to stand, use hands to finger, handle or feel, and reach with hands and arms. The employee is occasionally required to walk, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance. We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke-Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Qualifications

Education

Required

High School or better.

Experience

Required

Must have 5-7 years of previous administrative work experience.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.