BASIC PURPOSE OF THE JOB

Provides high-level administrative and clerical support to the Department of Pharmacy Services leadership team, ensuring smooth day-to-day operations, timely communication, and accurate record-keeping for all pharmacy service lines.

REPORTS TO

• Director of Pharmacy

JOB REQUIREMENTS

Supervisory Responsibilities: No

Minimum Education: High School/GED required; Associates Degree in business, health administration, or related field preferred.

License/Certification Required: None

Minimum Work Experience: Two (2) years administrative or office-support experience preferred (health-care environment a plus; strong applicants without prior experience will be considered).

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency in MS Office 365 (Word, Excel, PowerPoint, Outlook).
• Basic knowledge of medical / pharmacy terminology preferred.
• Ability to set up and troubleshoot virtual-meeting platforms (Teams, Zoom).
• Excellent written and verbal communication skills.
• Strong organizational abilities with keen attention to detail.
• Ability to handle confidential information in accordance with HIPAA and institutional policy.
• Familiarity with ERP / HRIS or purchasing systems (Workday experience a plus).

DUTIES AND RESPONSIBILITIES

• Administrative Support, including managing calendars, schedules meetings, prepares agendas, and records minutes for Pharmacy leadership committees.
• Drafts, edits, and distributes departmental correspondence, newsletters, and intranet updates; screens and routes phone calls and emails.
• Maintains organized electronic and hard-copy files for policies, contracts, vendor agreements, and regulatory documentation.
• Processes purchase orders, check requests, and expense reimbursements; tracks invoices and budget variances for review by Pharmacy leadership.
• Performs data entry for quality-improvement initiatives, MTM clinic-visit tracking, and patient-satisfaction metrics.
• Coordinates orientation packets, badge requests, access forms, and licensure / certification tracking for new pharmacists and technicians.
• Arranges conference rooms, catering, and audiovisual/virtual support (Teams, Zoom) for staff meetings, educational sessions, and interview days
• Orders and maintains office-supply stock; liaises with Materials Management for special requests.
• Assists in compiling Joint Commission, USP, DEA, and Board of Pharmacy binders or electronic evidence books prior to surveys.
• Maintains confidentiality of patient and employee information in accordance with HIPAA and institutional privacy policies.
• Greets visitors, responds to routine inquiries, and directs stakeholders to appropriate resources within Pharmacy Services.
• Coordinates employee appointments for pharmacy MTM (Medication Therapy Management) services, maintains visit logs, and ensures timely follow-up communication.
• Provides occasional after-hours support during accreditation surveys or critical system go-lives.
• Performs other duties as assigned to support safe, efficient pharmacy-department operations.

PHYSICAL REQUIREMENTS

• Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
• Medium lifting, pushing and pulling is required for 20-50 lbs occasionally, 10-20 pounds frequently and 10 lbs constantly to move objects. Sudden emergency situations have the potential for exposure for lifting or moving of up to 100 lbs. Frequent bending, walking, sitting, squatting, reaching, and standing are required. Keyboard/computer use and/or repetitive motions may be required.

Come work where you can make a difference everyday.