Administrative Coordinator - Pharmacy

Overview

The Administrative Coordinator shall be responsible for the day to day operation of the Pharmacy office and shall work with the Director of Pharmacy and managers on a daily basis to accomplish the mission of the organization and the Pharmacy. The role performs a variety of support services for the efficient operations of the Pharmacy Department. Performs and provides personal secretarial and clerical support services such as maintaining files, manuals, databases, and preparing correspondence for the Pharmacy Department.

Responsibilities

Assist with payroll edits, scheduling, and use of other DCH systems using Centricity or other software. Ensures licenses for Pharmacy personnel are current, a copy is posted and a copy is signed and dated then forwarded to HR. Uses Outlook and MS Office products to reserves rooms, schedules meetings, makes catering requests, room setup, prepares memo's, agenda's and meeting minutes and meeting packets for various meetings including but not limited to Pharmacy and Therapeutics, Medication Safety and other pharmacy quality meetings as assigned. Coordinates calendars and appointments: Maintains appointments daily, coordinates interviews, coordinates travel arrangements and reconciliation of travel expense reports. Assists with the preparation of various monthly, quarterly and annual reports. Including poster presentation preparation, clinical updates, continuing presentation and as assign. Types, edits or revises and publishes documents such Policies and Procedures, Job Descriptions, Employee Rosters, Manuals, Minutes, etc. Orders office supplies and maintains office equipment (copiers, printers, AV equipment) with vendor. Serves as a backup to Pharmacy Supply Chain to process invoices for timely payment. Receives, sorts and distributes mail for Pharmacy Department Assists director in data management for LEAN reporting and budgets. Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation. Performs compliance requirements as outlined in the Employee Handbook Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self. Requires use of electronic mail, time and attendance software, learning management software and intranet. Must adhere to all DCH Health System policies and procedures. All other duties as assigned.

Qualifications

• High school diploma or equivalent. Associates degree preferred.

• At least two years of general secretarial experience preferred.

• Typing 40-wpm minimum. Working knowledge of computers and various types of Microsoft 2010 software including basic skills with Excel, Word, Power Point, Access or Sequel.

• Must be able to prioritize and organize work to reach established goals

• Must be able to communicate effectively (both orally and in writing) with patients, physicians, vendors, co-workers and administrative staff; ability to meet the public with tact, courtesy and efficiency.

• Must have well defined personal skills.

• Knowledge of medical terminology preferred

• Must be able to read, write legibly, speak and comprehend English.

WORKING CONDITIONS

WORK CONTEXT

Able to maintain confidentiality

• Daily contact with others

• Must be pleasant with others on the job and displaying a good-natured, cooperative attitude.

• Able to work independently

• Regular work with work groups or teams

• Must be able to meet time pressure and time lines

• Requires accuracy and attention to detail

• Must be honest, ethical and professional.

• Must be able to use electronic mail, telephone and texting

• Must be able to use computers, job-related software and internet applications

• Must be able to use office equipment proficiently

• Physical presence onsite is essential

• Regular Schedule

PHYSICAL FACTORS

• Light work Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly

• Average motor coordination

• Manual and finger dexterity important.

• Sitting involved in most job functions

• Hearing and vision must be normal or corrected to within normal range

• Able to perform the duties with or without reasonable accommodation

OTHER JOB FACTORS

• Must be able to deal calmly and effectively with high stress situations.