Administrative Assistant- Pharmacy

GENERAL SUMMARY:

Provides administrative and clerical support to Pharmacy.

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Tracks and collects data from various internal sources and prepares reports.

3. *Maintains work calendars; schedules external and internal department meetings and interviews.

4. Plans and arranges travel for scheduled conferences.

5. *Records and/or transcribes minutes of meetings.

6. Provides phone coverage for the department(s); screens phone calls and relays messages in a timely fashion, and responds to callers as appropriate.

7. *Types memorandums, correspondence, department emails, policies and procedures, forms, and other monthly and quarterly reports; may type highly sensitive materials requiring a high degree of confidentiality.

8. Sorts and routes incoming department mail; delivers out-going department mail.

9. Maintains departmental files including employee files; tracks required licensure, testing or related documentation.

10. Coordinates the distribution and processing of employee evaluations.

11. *Inventories, orders and coordinates office supply purchases and deliveries with appropriate departmental and supply personnel; orders forms as needed.

12. *Communicates and cooperates with all levels of personnel.

13. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

14. Participates in meetings, committees and department projects as assigned.

15. Performs other related projects and duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of business English and spelling.

2. Knowledge of general office procedures and standard clerical techniques.

3. Knowledge of medical and nursing terminology.

4. Knowledge of the structure and functions of a hospital/medical center system.

5. Skill in operating and maintaining general office equipment.

6. Skill in Microsoft Office Word, Excel and PowerPoint applications and keyboarding efficiency.

7. Knowledge of computer hardware equipment and software applications relevant to work functions.

8. Ability to exercise courtesy and professionalism in receiving office callers and visitors.

9. Ability to perform basic mathematical computations.

10. Ability to organize and maintain filing systems.

11. Ability to compose correspondence, memorandums, and routine letters.

12. Ability to communicate effectively both verbally and in writing.

13. Ability to establish and maintain effective working relationships with all levels of personnel and medical staff.

14. Ability to problem solve and engage independent critical thinking skills.

15. Ability to maintain confidentiality relevant to sensitive information.

16. Ability to prioritize work demands and work with minimal supervision.

17. Ability to maintain accurate logs and reports.

18. Ability to maintain regular and punctual attendance.

In addition to the principal job functions contained on the primary job descriptions, the following duties are also required in the department noted above.

1. Matches purchase orders, packing slips, and invoices and aggregates items for payment authorization; obtains department head approval for payment when all paperwork is completed; monitors credit status from vendors when incorrect shipments occur; follows-up and documents credits and back-orders until transactions are complete and paid or credited; copies and maintains records of all invoices.

2. Reviews and verifies time bank/time off requests for pharmacy staff within established guidelines.

3. Prepares and maintains schedules for pharmacy staff within established guidelines in conjunction with pharmacy leaders.

4. Reviews and edits time and attendance records of pharmacy staff under the oversight of pharmacy leaders.

5. Prepares, distributes and briefly analyzes various reports pertaining to the department's performance and operation on a scheduled and on-demand basis.

6. Facilitates staff call offs and coverage plans during scheduled work hours with the support of pharmacy leaders.

7. Prepares and distributes standardized department communication at the direction of pharmacy leaders.

8. Submits and provides general oversight on the status of requests for enhancements and repairs to the physical and virtual environments impacting the pharmacy department along with any technologic or operational needs.

EDUCATION AND EXPERIENCE:

High school diploma or equivalency required. Completion of two-year business school training program focusing on personal computers and general business machines preferred. Minimum of two (2) years experience in an administrative support role required. Prior experience in a comparable position in a hospital setting preferred.

PHYSICAL REQUIREMENTS:

(Physical Requirements are based on federal criteria and assigned by Human Resources upon review of the Principal Job Functions.)

(DOT) - Characterized as light work requiring exertion up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.