New

Program Specialist II

University of Georgia

retirement plan

United States, Georgia, Athens

Aug 14, 2025

Posting Details

Posting Number	S14004P
Working Title	Program Specialist II
Department	Pharmacy-Experiential Programs
About the University of Georgia	Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (https://www.uga.edu/). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly formed School of Medicine.
About the College/Unit/Department	The College of Pharmacy at the University of Georgia ( UGA) is a distinguished institution known for its excellence in pharmacy education, research, and community service. We are at the forefront of pharmaceutical research, with faculty and students engaged in groundbreaking studies that contribute to advancements in healthcare and medicine. Research areas include drug discovery, pharmacology, and clinical pharmacy. The college is highly ranked, placing 15th out of 141 pharmacy programs nationwide according to US News & World Report, underscoring our reputation for excellence. These elements make the UGA College of Pharmacy a unique and enriching place for students to pursue their pharmacy education and careers.
College/Unit/Department website	https://rx.uga.edu/
Posting Type	External
Retirement Plan	TRS
Employment Type	Employee
Benefits Eligibility	Benefits Eligible
Full/Part time	Full Time
Work Schedule
Additional Schedule Information	Must be able to work on-site during regular business hours
Advertised Salary	Commensurate with Experience
Posting Date	08/12/2025
Open until filled	Yes
Closing Date
Proposed Starting Date	11/24/2025
Special Instructions to Applicants
Location of Vacancy	Athens Area
EEO Policy Statement	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).
USG Core Values Statement	The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

Position Information

Classification Title	Public Service Paraprofessional/Professional
FLSA	Non-Exempt
FTE	1.00
Minimum Qualifications	Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.
Preferred Qualifications	Completion of a bachelor's degree and 1 year of experience OR at least 2 years of applicable administrative experience.
Position Summary	This position within the Division of Experience Programs reports to APPE Director within the Division of Experience Programs at the College of Pharmacy. The primary functions of the position are to: 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. 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). 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.
Knowledge, Skills, Abilities and/or Competencies	Knowledge, Skills and Abilities: Excellent attention to detail. Ability to work effectively with a cross-section of individuals including students, faculty, pharmacists and other healthcare practitioners across the state, and University staff and administrators. Ability to problem solve effectively. Ability to communicate clearly and effectively, including verbal and written communication skills. Ability to handle multiple assignments and responsibilities simultaneously. Meets deadlines consistently, while understanding the need to reassess priorities to meet goals. Creative, forward-thinking; proposes new approaches to improve efficiency and quality of service delivery. Ability to manipulate data, run reports, analyze and present data in various formats. Ability to work with efficiency and appropriate level of independence.
Physical Demands	General office work. Significant computer work. Minimal lifting < 25 pounds. Occasional early morning or late evening office coverage.
Is driving a responsibility of this position?	No
Is this a Position of Trust?	Yes
Does this position have operation, access, or control of financial resources?	No
Does this position require a P-Card?	No
Is having a P-Card an essential function of this position?	No
Does this position have direct interaction or care of children under the age of 18 or direct patient care?	No
Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)	Yes
Credit and P-Card policy	Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.
Background Investigation Policy	Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Student Records Compliance Manager

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.
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.
Work collaboratively with the Division database liaison on database related matters.
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.
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.

Percentage of time

Duties/Responsibilities

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

Follow up with regional coordinators and appropriate experiential faculty on new preceptor applications.
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.
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).
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.
Pull data/reports needed by experiential faculty to complete site visits.
Maintain and update the site visit reports in the CORE database for all IPPEs and APPEs. Provide monthly site visit reports by region to 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.
Identify and facilitate process improvement initiatives.

Percentage of time

Duties/Responsibilities

Provide administrative support for APPE quality improvement processes

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.
Prepare various APPE programmatic reports and provide information to the Program Coordinator II for action (ex: preceptor midpoint compliance, preceptor of the year nominations).

Percentage of time

Duties/Responsibilities

Manage the MOUs process

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).
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.
Provide quarterly reports of current affiliation agreements to the Dean's Office for the central repository.

Percentage of time

Duties/Responsibilities

Provide administrative support for tracking preceptor training

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

Percentage of time