ADMINISTRATIVE ASSISTANT

POSITION SUMMARY
The Administrative Assistant in the Pharmacy Department is responsible for providing administrative support to the Pharmacy Management team including answering phone lines, scheduling/managing calendar, making/confirming meeting arrangements and editing and proofreading pharmacy documents. Must be self-managed, numbers oriented and creative with project work. Must be resourceful, an independent thinker, and self-sufficient as well as self-motivated.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The essential functions include, but are not limited to the following:

• Coordinating overall administrative activities for the Pharmacy Department
• Remaining responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment such as the layout, arrangement and housekeeping of the Pharmacy office areas; purchasing office supplies, furniture, office equipment etc. for the entire pharmacy staff
• Engaging in Pharmacy Department Performance Improvement and Clinical/Administration projects including data collection, data analysis and report writing.
• Performing administrative work such as typing, filing, sorting, and distributing mail
• Maintaining confidentiality of sensitive and confidential information
• Assisting with finance office activities such as processing invoices and payments for the Pharmacy Department.
• Participating and supervising in a wide-range of company projects and events
• Coordinating communications including taking calls, responding to e-mails, and interfacing with personnel
• Preparing internal/external corporate documents for team members and vendors
• Ensure visitors or guests of Pharmacy Management team are retrieved, greeted and feel welcome
• Scheduling meetings, appointments and manage travel itineraries
• Maintaining an organized filling system of paper and electronic documents
• Developing and sustaining a level of professionalism among co-workers
• Handling administration of expense reports, cost & requisition reports
• Appropriately filing and retrieving of pharmacy records, documents, and reports
• Researching and compiling data to prepare documents for review
• Coordinating and delegating the schedules and workload of pharmacy management staff
• Onboarding and training of pharmacy management staff as the need arises
• Tracking and verifying payroll data for administrative staff
• Supporting the Pharmacy Director and Pharmacy Assistant Director or designee
• Motivating staff to achieve or exceed individual/group performance goals and objectives; resolve differences and sustain a harmonious workplace environment
• Maintaining scheduling and payroll for pharmacy staff
• Transcribing and distributing pharmacy meeting minutes
• Reading and analyzing incoming memos, submissions, and distribution as needed
• Maintaining knowledge and judgment regarding hospital and departmental regulations, policies and procedures
• Maintaining good interdepartmental and intradepartmental relationships.
• Performing whatever other functions that may be necessary to the operation of the department as determined by the Director of Pharmacy services and consistent with training and ability.
• Ordering office & clerical supplies and maintains appropriate inventory levels.
• Performing any and all duties as assigned
• Coordinating administrative activities of the Pharmacy Residency Program and Pharmacy Students