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

·       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

·        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

·         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

Tagged as: administrative assistant