"Program Specialist II"

Job Details

This position within the Division of Experience Programs reports to the APPE Director within the Division of Experience Programs at the College of Pharmacy. The primary functions of the position are to:

1. Serve as a compliance manager for required Doctor of Pharmacy student information needed for eligibility to participate in introductory (IPPEs) and advanced (APPEs) practice experiences.
2. Provide administrative support for all IPPE and APPE site and preceptor documentation, including but not limited to MOUs, preceptor applications, database organization, invoicing, site visits, and preceptor training.
3. Assist with experiential quality assurance processes. This includes working with students, faculty, pharmacists, site personnel, and other healthcare practitioners across the state, as well as various University staff and administrators.

Duties/Responsibilities

Student Records Compliance Manager

1. Counsel and confer with enrolled and accepted Doctor of Pharmacy students on providing and meeting program immunization and certification requirements as well as guiding problem resolution discussions for students found to be non-compliant. Create and maintain student experiential files throughout the program. Maintain student records in online database, create and provide reports, and serve as the program contact for enrolled and accepted students for all immunization and certification compliance matters. Communicate with IPPE and APPE administrative leads regarding students in danger of having lapses in their compliance requirements. Identify students who are consistently not meeting experiential deadlines, record incidents in centralized database, notify the database administrator, and triage to appropriate experiential faculty when appropriate. Coordinate with UGA College of Pharmacy Office of Admissions to ensure a coordinated approach for obtaining student information for experience programs and required experiential education materials from accepted students in a timely manner. Participate in the admissions and new student orientation sessions to discuss immunization requirements. Develop and distribute compliance process training materials to incoming and current students.
2. Accurately maintain administrative, fiscal, student, and academic records. Prepare reports and answer questions from such records. Maintain a filing system for easy accessibility of office correspondence and student records. Communicate with college registrar regarding student name changes, update experiential databases and records, and communicate changes to appropriate experiential faculty and staff. Disassemble student files at graduation, providing opportunities for students to reclaim personal records.
3. Work collaboratively with the Division database liaison on database related matters.
4. Answer and triage requests relative to Experience Programs. Direct students, staff, faculty, and pharmacists to appropriate personnel within and outside our division for assistance as required.
5. Manage the process for the American Heart Association BLS course offerings. This includes corresponding with the instructors, managing the signup process, communicating with students, and working with the purchasing liaison to process the invoice.

Provide administrative support for IPPEs and APPEs
(including site /preceptor documentation, invoicing, and site visit process)

1. Follow up with regional coordinators and appropriate experiential faculty on new preceptor applications.
2. Maintain and enter/update site and preceptor applications, site and rotation characteristics, site and rotation requirements, and invoicing needs in the CORE database for all introductory and advanced pharmacy practice experiences.
3. Work with the Division database liaison to ensure the site/preceptor hierarchy is correctly maintained in the database system for invoicing and reporting purposes (e.g., institutional/corporate mergers and buyouts).
4. Obtain and process invoice requests to APPE/IPPE sites, keeping in mind year-end financial deadlines. Work with accounts payable as needed to resolve questions and/or ensure prompt and proper payment.
5. Pull data/reports needed by experiential faculty to complete site visits.
6. Maintain and update the site visit reports in the CORE database for all IPPEs and APPEs. Provide monthly site visit reports by region to the proper regional coordinators and program faculty, highlighting sites/preceptors where visits are nearing or past expiration. If visits are past due, communicate that information to the appropriate program faculty.
7. Identify and facilitate process improvement initiatives.

Provide administrative support for APPE quality improvement processes

1. Prepare and analyze reports from CORE to track student mastery of APPE learning outcomes upon completion of each rotation. Identify students who may require specific intervention by the APPE Director based upon assigned preceptor ratings.
2. Prepare various APPE programmatic reports and provide information to the Program Coordinator II for action (ex: preceptor midpoint compliance, preceptor of the year nominations).

Manage the MOUs process

1. Initiate, renew, or archive affiliation agreements for institutions participating in introductory or advanced pharmacy practice experience programs. Monitor agreements and prepare/process addendums as needed per recommendations from legal affairs or as required for other reasons (e.g., institutional name changes).
2. Work closely with the IPPE and APPE Administrative Leads to ensure all sites (IPPE/APPE) have current MOUs in place and that the Division is aware of any changes in site requirements that occur during the MOU initiation/renewal process.
3. Provide quarterly reports of current affiliation agreements to the Dean’s Office for the central repository.

Provide administrative support for tracking preceptor training

1. Create and maintain procedures for tracking completion of required preceptor training by active preceptors.
2. Identify preceptors who may require specific intervention by experiential faculty based upon a lack of completion of preceptor training modules.
3. Communicate the information to the appropriate experiential program faculty.
4. Provide completion reports to SPEEC institutions for their preceptors completing SPEEC modules.

*The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (hrweb@uga.edu).*