Assistant Director of Pharmacy Admissions and Recruitment
Washington State University, College of Pharmacy and Pharmaceutical Sciences
Location: Spokane, Washington
Type: Full Time
Required Education: 4 Year Degree
Salary: $4,850.00-5,166.67/month DOE
Competitive benefits available.
Internal Number: R-4053
COVID-19 Vaccination Information:
In accordance with Washington State Governor's Proclamation 21.14.2, as a condition of employment, you must be fully vaccinated or have an approved medical/religious accommodation by time of hire. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Full Vaccination or an approved accommodation will be verified prior to your first day of work. Should you not be fully vaccinated or have an approved medical/religious accommodation you will not be able to start employment with WSU. Information regarding vaccine verification and/or requesting a medical/religious accommodation is available at https://hrs.wsu.edu/covid-19/vax-verification/. Please contact HRS at email@example.com or 509-335-4521 if you have questions.
Summary of Duties:
The Assistant Director of Pharmacy Admissions and Recruitment is responsible for supporting the overall admission efforts, recruitment strategies, matriculation of all new pharmacy students and oversight of the pharmacy admissions team. The Assistant Director of Pharmacy Admissions and Recruitment will serve as the primary point of contact for prospective Doctor of Pharmacy students, providing admission webinars, evaluating prospective student transcripts, ensuring the timely completion of applications and overseeing the admissions process. The Assistant Director of Pharmacy Admissions and Recruitment will oversee the use of a CRM, digital advertising, printed materials, and all external communications targeted at prospective students and/or high school and college advisors.
40% Prospective Student Advising
Advise prospective students regarding program admission requirements, prerequisite coursework, application completion, evaluate transcripts, and determine course equivalencies for the Doctor of Pharmacy program and undergraduate degrees.
Maintain regular contact with, and advise students admitted through the Save-A-seat on a semester basis.
Develop and update advising materials including prerequisite course guides, transfer equivalency guides and other program related materials. Provide training to admission staff as needed. Approve and track all exceptions and extension requests.
Establish relationships with prospective students, advisors, and connectors to promote the Doctor of Pharmacy program and communicate program requirements, updates, or new materials in a timely manner.
Develop and provide Pharmacy Information Sessions to prospective students (Undergraduate and PharmD) and advise them of admission requirements and degree requirements.
Update the website and print materials on a regular basis to ensure information is accurate. Continually assess effectiveness of print materials and work with CPPS communications to update as needed.
Communicate regularly with prospective student advisees, sharing admission information, deadlines, webinars, and other relevant events.
Meet with prospective and applied students as needed and answer related CPPS emails.
Maintain and strengthen existing relationships with feeder schools. Create new partnerships and establish new relationships with key stakeholders where needed.
Maintain comprehensive electronic confidential student files and database of prospective students’ advisees utilizing the current CRM.
Create, plan, and implement short- and long-range goals to meet enrollment goals for the College. Develop a strategic plan and create policies essential for the success of the Office of Student Services.
Attend on and off-campus recruitment events and fairs, including travel as necessary. In conjunction with the Campus Recruitment and Visitation Committee, participate in planning and implementation of on-campus recruitment and outreach events.
Build and document training for all tasks and functions for recruitment. Ensure that all essential tasks are covered by appropriate staff for continued flow of recruitment.
Work collaboratively with team members in other areas (Academic and Community Partnerships, Department Chairs, Pharmacy Advisors, Marketing and Communication, and WSU Admissions and Student Affairs) to identify and implement processes that augment recruitment.
Proactively keep the Director of Student Services apprised of upcoming recruitment events. Ensures accurate and timely communication both vertically and horizontally across the department.
Responsible for administration and oversight of recruitment. Plan, organize, direct, and evaluate overall program operations; monitor and evaluate programmatic and operational effectiveness, outcomes required for improvement, and consistency with CPPS and departmental goals and mission. Identify potential efficiencies and make recommendations to Director of Student Services.
Assess and evaluate recruitment plan and strategy for effectiveness. Provide recruitment data to include inquiry and applicant conversion rate, admission funnel and overall results.
Develop, implement, and manage CRM communication to students in all stages of the recruitment funnel. Act as Slate Captain for implementation and long-term management and growth of CRM system and College-wide use.
In collaboration with the Director and college communication team, responsible for marketing and communication materials, website, and related activities. Develops and maintain the communication plan, revising on an as needed basis.
Collaborate with the College of Pharmacy and Pharmaceutical Sciences Ambassador program and alumni to support recruitment events and strategies.
Oversight of all recruitment and admission data, including record keeping, preparation of monthly and annual reports, assessment of program and area’s programs, fiscal responsibility, and supervision of support staff.
Develop and implement recruitment goals and objectives consistent with the College mission and vision, the WSU strategic plan, and regulations. Perform strategic and long- range planning.
Evaluate the effectiveness of outreach and recruitment activities in partnership with the Director of Assessment. Recommend changes based on results of assessments.
Develop, represent, and maintain relationships on behalf of the college with high school and community college personnel, prospective students and their families, cultural, and ethnic communities, WSU alumni groups and advisor boards, non-profit and community organizations and other influencers.
Conducts extensive outbound calling campaigns and emails related to conversion and yield.
20% Admissions Oversight
Develop and manage the admissions process for the Undergraduate and Pharm.D. programs in collaboration with the Director of Student Services. Oversee application processing and applicant communication as students move through the recruitment funnel. Assess prerequisite completion for applicants and creates database of approved courses.
Play an active role on the Admissions Committee by assigning file reviews, contributing to discussions, and supporting the College admission goals, including the holistic review of Pharm.D. applicants.
Strategically and collaboratively develop, implement, and maintain annual and long-term CPPS national admissions, communication, and marketing strategy; and plans for target audiences including high school students, undergraduate students, and influencers such as, parents, high school counselors, and academic advisors.
Regularly participate in and attend or coordinate College participation in on campus events and activities that pertain to diverse student populations and/or minority student college access, retention, and outreach populations. Develop relationships with key partners that advise and counsel these student groups. Write about these events and activities on college social media sites.
Plan, organize, direct, and evaluate overall program operations; monitor and evaluate programmatic and operational effectiveness, outcomes required for improvement, and consistency with CPPS and departmental goals and mission. Oversight can include record keeping, preparation of monthly and annual reports, assessment of program and area’s programs, and supervision of support staff.
Review, maintain, develop, implement, and administer policies and procedures according to institutional, federal and state guidelines that facilitate effective communication among the various campus offices.
Collaborates with the Director of Student Services in developing and implementing admissions goals and objectives consistent with the CPPS mission and vision, strategic plan, and regulations. Develop and implement strategic and long-term planning.
Build, conduct, and document training for all tasks and functions for admissions, including training interviewers and training Admissions Committee members in the functionality of the WebADMIT application management system.
Oversees the logistical aspects of the interview process including interview day activities.
Ensure all essential tasks are covered by appropriate staff for continued flow of admissions and applications.
Utilize survey feedback from interview days as well as staff feedback to identify potential efficiencies and make recommendations to the Director of Student Services for in-cycle or future cycle changes. Monitors and evaluates programmatic and operational effectiveness and outcomes required for improvement. Conduct quality improvement research with the Director for improvement in the admissions process.
Oversees criminal background checks submitted for accepted applicants.
Attends all Admissions Committee meetings (as a non-voting member) to inform how best to advise future or continuing applicants. Conducts pre-admission advising and post-application advising either by phone or in person.
Ensures accurate and timely communication both vertically and horizontally across the Office of Admissions, Student Affairs, and Inclusion. Compose, prepare, and transmit confidential and sensitive Information regarding unit business, including communication to applicants, departments, and other administrative offices.
Is well-versed in FERPA law. Oversees the admissions office email list-serve to ensure timely and accurate responses to applicants and other office staff.
Compose, update, and review accuracy of materials and correspondence sent to applicants and recommend and/or make corrections.
Regularly reviews the admissions website to ensure consistent and accurate information. Is well-versed in all admissions policies to ensure they are being followed appropriately.
Exercise extensive organizational/planning skills for numerous assignments ranging from routine to complex.
Acts and responds to tasks and decisions in a timely manner.
Serve on pertinent committees such as the Accreditation Committee for Standard 16 for admissions which prepares for the Accreditation Council for Pharmacy Education (ACPE) accreditation stages.
Collaborates with the Director of Student Services in the oversight of the admissions process related to pathway programming that includes application components to the CPPS.
Acts as the office lead for admissions matters in the absence of the Director of Student Services.
Exercise extensive organizational/planning skills for numerous assignments ranging from routine to complex.
Work with the Director of Student Services and the Director Communications, Public Relations and Marketing regarding public relations and awareness efforts and creating marketing and promotional items related to admissions.
Review, maintain, develop, implement and administer policies and procedures according to institutional, federal and state guidelines that facilitate effective communication among the various campus departments.
Collaborate with the Director of Student Services, Director of Student Success and Associate Dean for Professional Education in establishing and fostering important contacts with leaders outside of WSU including those from tribal nations, American Indian colleges, Hispanic serving institutions, and those who support first generation college students.
Serve as the program representative at university functions, student activities and external functions where applicable. Develop and deliver presentations and training where applicable.
Supervises one admission staff member who coordinate interview days, ensure applications are moving through the application management system according to policy, and reviewing and approving application requirements including pre-requisites, evaluations and other requirements.
Provides training; assign work assignments; follow-up to ensure tasks are completed accurately and on schedule. Approve leave requests. Initiate corrective and/or disciplinary action as needed.
Conduct annual reviews and meet with staff as needed (for both positive and constructive feedback) between annual reviews.
Provides vision, leadership, and direction for staff development.
Implement and maintain proper personnel practices, policies, and procedures.
5% Other duties
Perform other related duties as assigned.
Area/College: College of Pharmacy and Pharmaceutical Sciences Department Name: Office of Student Services
Monthly Salary: $4,850.00-5,166.67 DOE FTE: 100% Permanent/Temporary/Project:Permanent
Posting Close Date: Applicants must submit their completed application by February 6, 2022 at 11:59 p.m. Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Resume and Cover Letter
Bachelor’s degree and four (4) years of full-time academic advising experience at a college or university or relevant professional experience. A Master’s degree in a related field may substitute for one (1) year of professional work experience. Any combination of relevant education and professional academic advising experience may be substituted for the educational requirement on a year?for?year basis. Positions who will lead or supervise will require one or more years of full-time experience leading or supervising the work of others.
Strong computer skills including proficiency with MS Office Suite.
Experience working in an institution of higher education.
Ability to maintain positive working relationships with diverse groups.
Experience advising students through an admissions process, academic program requirements and/or financial aid .
Demonstrated skills in the areas of customer service, organization, and attention to detail.
Excellent communication, interpersonal, and computer skills; must have strong presentation skills.
Ability to manage multiple projects and tasks in a fast-paced environment working effectively both independently and as a team member.
Must have a valid driver’s license.
Must have the ability to travel including overnight.
Experience developing, maintaining, and/or utilizing computerized record systems and information management.
Experience working in Pharmacy education or related health care program.
Experience with public speaking.
Experience with marketing, advertising, and communications.
Experience working with a CAS application service, CRM, PeopleSoft.
Ability to work autonomously and with direction.
Strong analytical and critical thinking skills.
Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
About Washington State University, College of Pharmacy and Pharmaceutical Sciences
Washington State University, College of Pharmacy and Pharmaceutical Sciences (CPPS) was founded in 1891, and has been accredited since 1912. We are a graduate and professional education college.
Our main degree programs include the Doctor of Pharmacy (PharmD) and Doctor of Philosophy (PhD) in Pharmaceutical Sciences and Molecular Medicine. The college relocated from Pullman to the WSU Health Sciences campus in Spokane in December 2013. In 2015 the CPPS established the Doctor of Pharmacy program extension on the Pacific Northwest University of Health Sciences campus in Yakima.