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How to Apply

Applicants will only be considered after successful completion and submission of the following:

  • Completed application via the UM Careers website
  • Letter of Intent/Cover Letter
  • Updated curriculum vitae or resume

Job Summary

Join the Pharmacy team at the Michigan Medicine!  The Mission of Michigan Medicine is “To advance health to serve Michigan and the world”, and the Vision is that “our discoveries change care; our care changes lives.”  As part of this world-class organization, the Department of Pharmacy Services has high standards for service, education, and research.  Our Department has a rich history of excellence; you have the opportunity to join a world-class team to provide exceptional patient care and advance the Mission of Michigan Medicine.  The successful candidate will assist the Residency Program Manager and Residency Program Directors (RPDs) with Pharmacy Residency-related administrative activities to support the design and conduct of Pharmacy Residency Programs, to meet the American Society of Health-System Pharmacists (ASHP) Pharmacy Residency Accreditation Standards, and to support Pharmacy Residents

 

GENEROUS BENEFITS PACKAGE

  • Health insurance
  • Paid Time Off
  • Retirement plan
  • More information available on the UM Benefits website

For more information about the Department of Pharmacy Services, to review our recruiting video and Annual report, please visit our website: https://www.medicine.umich.edu/dept/pharmacy  

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Responsibilities*

GENERAL CHARACTERISTICS

Assists the Residency Program Manager and Residency Program Directors (RPDs) with Pharmacy Residency-related administrative activities to support the design and conduct of Pharmacy Residency Programs, to meet the American Society of Health-System Pharmacists (ASHP) Pharmacy Residency Accreditation Standards, and to support Pharmacy Residents. 

Also provides administrative support such as calendaring, meeting scheduling, event planning, and communication related to Pharmacy Residency Program needs for the Pharmacy Residency Manager and Pharmacy Residency RPDs.  These are achieved through application of fundamental knowledge and skills, and through collaboration with the Pharmacy Residency Manager and Pharmacy RPDs.

 

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

  • Pharmacy Residency Program Activities and Events
    • Updates and maintains Pharmacy Residency offer letters, and assists Pharmacy Residency Manager and RPDs in preparing and sending Pharmacy Residency offer letters
    • Sends early commitment paperwork to Dept of Pharmacy Services HR team after completed by RPDs through the National Matching Services
    • Assists in reimbursement of early commitment paperwork for RPDs
    • Coordinates hiring of pharmacy residents with HR/business team
    • Monitors required licensures, certifications/trainings (e.g., Advanced Cardiac Life Support training/certification), and required learnings/competencies/mandatories for Pharmacy Residents
    • Coordinates process for and tracks Pharmacy Resident time off, including, but not limited to sick time, leaves of absences, vacations, and business/professional time
    • Tracks Pharmacy Resident moonlighting hours
    • Prepares and runs Pharmacy Residency-related reports as needed (e.g., absences, moonlighting, PharmAcademic, etc.)
    • Assists Pharmacy Residents’ preparation of reimbursement reports/submissions
    • Coordinates, distributes, and understands policies and procedures as needed
    • Manages and maintains Pharmacy Resident contact information
    • Manages and maintains Pharmacy Residency Alumni contact information and communication
    • Assists Pharmacy Residency Manager and RPDs with coordinating and updating website content for all residency programs
    • Schedules Pharmacy Residency-related committee and administrative meetings and events, including but not limited to:
      • Residency Advisory Committee (RAC) meetings
      • Residency evaluation meetings
      • Pharmacy Residency recruiting events
      • Pharmacy Residency orientation and on-boarding sessions
      • Assist Pharmacy Residency Committees with scheduling Pharmacy Residency celebration events (e.g., End of the Year celebration)
      • Pharmacy Resident Research and CE presentations
      • Pharmacy Residency Preceptor Development sessions
      • Other ad hoc meetings and as assigned
    • Prepares and distributes RAC agendas and materials
    • Takes RAC meeting minutes and distributes appropriately
  • Pharmacy Residency Rotations and Program Requirements (Research Projects, Writing Projects, Resident Mentor Program)
    • Coordinates and communicates processes for soliciting and managing Residency Preceptor availability for Pharmacy Resident rotations (with rotation assignments coordinated by Chief Residents)
    • Coordinates processes for soliciting and selecting Pharmacy Resident research projects and writing projects, and schedules meetings for project reviews
    • Solicits and coordinates Pharmacy Resident chosen mentor volunteers
  • Pharmacy Residency Recruiting (in collaboration with Pharmacy Residency Manager and RPDs)
    • Coordinates and schedules Pharmacy Residency Recruiting Events (e.g., UM Pharmacy Career Gateway, SMSHP, ASHP Midyear, online/virtual recruiting events, etc.), including registration, scheduling, logistics, coverage/participation of pharmacy residents and preceptors, and communication with potential Pharmacy Residency Candidates
    • Develops and maintains templates for Pharmacy Residency recruitment materials
    • Coordinates recruiting activities at the ASHP Midyear Clinical Meeting
      • Coordinates Residency Showcase registration, shipping of recruiting materials, and coverage schedules
      • Coordinates Personnel Placement Service (PPS) booth assignments and scheduling all programs, as well as pharmacy resident coverage obligations at PPS
      • Serves as a resource to RPDs, preceptors, Pharmacy Resident Midyear Committee, and Pharmacy Residents for Midyear preparation
    • Coordinates and schedules Pharmacy Residency candidate interviews, scheduling, room reservations, setup of videoconference, develops and disseminates itineraries, and communicates with RPDs, Preceptors, and Pharmacy Residency Candidates
  • Pharmacy Residency On-Boarding/Orientation/Training (in collaboration with Pharmacy Residency Manager and RPDs)
    • Develops and schedules Pharmacy Residents’ on-boarding and training schedules, including general orientation sessions (e.g., general orientation, New Employee Orientation, badges, tour, etc.) and preceptor meet-and-greet sessions
    • Communicates with incoming Pharmacy Residents and gathers relevant and required information to facilitate Pharmacy Resident on-boarding
    • Coordinates and monitors Pharmacy Residents’ assignment and completion of required learnings/competencies in the Learning Management System (LMS) (M-Learning, MyLINC)
    • Coordinates dissemination, completion, collection, and filing of required Pharmacy Resident on-boarding and training checklists, desk assignments, pagers, computer assignments, and all other equipment and space needs
  • Pharmacy Resident evaluations and management in PharmAcademic
    • Assists RPDs in managing resident profiles in PharmAcademic
    • Assists RPDs in coordinating learning experience assignments in PharmAcademic during orientation
    • Assists RPDs in generating pharmacy residency-related reports
  • Regulatory Affairs: American Society of Health-System Pharmacists (ASHP) Residency Accreditation, CMS Pass-Thru Funding
    • Tracks, gathers, and disseminates relevant Pharmacy Residency data
      • Preceptor participation in preceptor development activities
      • Preceptor hours for PGY1 Pharmacy CMS pass-thru funding
      • Others as assigned
    • Coordinates and schedules accreditation survey visits and communicates with lead surveyor on schedules, changes, etc.
    • Organizes and collates all materials for Residency Accreditation Packet submissions and responses
    • Compiles program-wide data for relevant surveys and reports as needed
  • Other duties and responsibilities as assigned

Required Qualifications*

  • Associate’s Degree or equivalent combination of education and experience
  • At least 1 year of Administrative Assistant or office experience or equivalent experience
  • Demonstration of strong teamwork and collaboration skills
  • Excellent communication skills (fluency in writing, reading and speaking English)
  • Strong organizational skills
  • Demonstrated accuracy and attention to detail
  • Ability to perform a variety of manual dexterity movements (i.e., keyboard data entry, filing, etc.) with or without reasonable accommodations
  • Proficiency in managing e-mail and calendar systems (e.g., Outlook)
  • Proficiency in Microsoft Office® programs: Word, Excel, PowerPoint

Desired Qualifications*

  • Bachelor’s Degree or equivalent combination of education and experience
  • Pharmacy Residency Program support and administration experience and/or Graduate Medical Education (GME) (medical/surgical post-graduate training) program support and administration experience, or related experience
  • Knowledge of ASHP Pharmacy Residency Accreditation Standards, and experiencing in managing and meeting said Accreditation Standards
  • Relevant education, training and/or experience related to regulatory agencies or professional organizations
  • Understanding and experience in managing and meeting other major regulatory oversight standards and requirements (e.g., Centers for Medicare & Medicaid Services (CMS), Joint Commission, Accreditation Council for Pharmacy Education (ACPE), etc.) 
  • Knowledge of University policies and procedures

Work Schedule

This schedule for this position includes primarily weekday shift

Additional Information

Desired Key Knowledge, Skills, and Attributes

  • Excellent teamwork and collaboration
  • Excellent communication skills
  • Project management and prioritization skills
  • Professionalism
  • Commitment and follow-through
  • Attention to detail

Additional Information

SUPERVISION RECEIVED

This position will report to the Assistant Director-Education & Professional Development; functional supervision will be received from the Pharmacy Residency Manager.

 

SUPERVISION EXERCISED

None.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.