Pharmacy Operations Coordinator

Pharmacy Operations Coordinator

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Base pay range

$23.65/hr - $35.50/hr

Major Responsibilities

• Serves as primary relationship manager for building ownership and third‑party vendors supporting APP office operations; interfaces with local authorities as needed and ensures facility operations run smoothly and uninterrupted.
• Responsible for contract negotiations for business equipment, licenses, and insurance; maintains detailed knowledge of lease‑related items and reports any issues to executive management.
• Reviews existing vendor contracts and relationships to ensure highest quality standards while focusing on cost savings for APP.
• Facilitates all off‑site storage, including scheduling, inventory logs, identification, and file retrieval requests.
• Manages executive support related to Board Room or telepresence needs.
• Assists leadership with support and recommendations on telecommunications call center programming, ACD software, and hardware.

Preparation and Dissemination of Correspondence

• Composes, edits, and types letters, memos, reports, agendas, and other correspondence, ensuring accuracy and confidentiality.
• Prepares presentations, handouts, signage, invitations, and other materials using various software packages.
• Takes accurate minutes for executive leadership meetings.
• Creates presentations (overhead, PowerPoint, etc.) for Vice Presidents.

Coordinates Schedule of Operations Executives (VPs)

• Sets up meetings and maintains schedules for Vice Presidents; assists other administrative leadership with meeting setup as needed.

Attends Meetings as Needed

• Arranges catering, AV requests, handouts, agendas, minutes, and other details for meetings.
• Make travel arrangements (hotel, airline, ground transportation, seminar registration) and prepares expense reports for reimbursement.
• Responds to internal/external complaints, resolves problems, or directs complainants to appropriate parties.
• Follows up on letters and phone calls, ensuring appropriate parties follow through.

Performance of Diversified Administrative and Secretarial Work

• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring Vice President’s attention.
• Initiates follow‑up for calls, correspondence, etc., received by the department.
• Answers phones for others within the department and follows up on requests when able.
• Covers for other administrative assistants in APP’s absence.
• Plans work for others and monitors their tasks, including staff, clients, and vendors.
• Coordinates executive leadership seminars, retreats, dinners, and meeting details.
• Coordinates, plans, and participates in projects and enterprise‑wide initiatives.
• Manages and coordinates projects across sites, within and across teams.

Assists in Preparing Project Plans

• Plans and monitors work for others, including staff, clients, and vendors.

Represents APP in Communication with Associates, Customers, and Outside Callers

• Works directly with senior management to ensure accurate communication and scheduling.

Assists in Updating and Maintaining Work/Status Updates on Major Projects

• Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, and vendors.
• Greets and directs visitors.
• Follows up on complaint and complimentary letters and phone calls, ensuring appropriate parties follow through.

Maintenance of Budget and Supply Inventory

• Oversees all responsibilities related to supplies, inventories, costs, and ordering for all APP sites.

Shares Any Meaningful Trends and Opportunities for APP to Enhance Productivity and Lower Cost

• Maintains and is accountable for the supply budget for all of APP.
• Prepares expense reports, check requests, petty cash reimbursement, and invoice payments.
• Associates Degree or Equivalent.
• Minimum of five or more years of administrative secretarial experience.
• Experience serving as the primary relationship manager for external vendors.

Education/Experience Required

• Associates Degree or Equivalent.
• Minimum of five or more years of administrative secretarial experience.
• Experience serving as the primary relationship manager…