Administrative Assistant - Pharmacy - Days- FT

The Pharmacy Administrative Assistant is responsible for providing administrative, clerical, and operational support to Pharmacy Leadership and the Pharmacy Department. The position performs a variety of administrative functions, including scheduling, meeting coordination, correspondence, record maintenance, data entry, report preparation, purchasing support, invoice processing, and maintenance of departmental files and documentation.
This position also supports pharmacy operations and may perform pharmacy technician duties as assigned based on department needs and within the scope permitted by applicable laws, regulations, hospital policies, and procedures.
Essential Duties/Responsibilities

• Provides administrative and clerical support to the Director of Pharmacy and Pharmacy leadership team
• Coordinates calendars, schedules meetings, prepares meeting materials, records minutes, and follows up on actions items
• Prepares correspondence, reports, presentations, spreadsheets, forms, and other departmental documents
• Maintains departmental records, files, policies, procedures, licenses, certifications, contracts, and other required documents
• Assists with data collection, tracking, and preparation of reports, metrics, audits, and performance improvement activities
• Processes invoices, purchase requests, supply orders, and other financial or purchasing documentation
• Maintains office and departmental supplies and assists with inventory-related administrative tasks
• Assists with employee records, orientation materials, competency documentation, education records, and scheduling support
• Receives and directs telephone calls, emails, visitors, and departmental communications
• Maintains confidentality of patient, employee, financial, and operational information
• Supports Pharmacy meetings, committees, educational activities, and departmental events
• Maintain organized electronic and paper filing systems
• Serves as a liaison between Pharmacy and other hospital departments as directed
• Performs pharmacy technician duties as assigned to support departmental workflow and staffing needs
• When functioning as a pharmacy technician, performs duties within training, competency, scope of practice, and applicable regulations
• Performs other duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of administrative and office procedures
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Strong organizational and time management skills
• Strong written and verbal communicaton skills
• Ability to prepare professional documents and reports
• High attention to detail and accuracy
• Ability to maintain confidentiality
• Ability to work independently and collaboratively in a healthcare environment
• Ability to adapt to changing priorities
• Ability to learn and use pharmacy-related systems and technology
• Ability to perform pharmacy technician duties safely and accurately after training and competency validation

Education Requirements

• Required
• High School Diploma or equivalent
• Preferred
• Associate degree in business administration, healthcare administration, or related field

License or Certification

• Required
• Active Mississippi Pharmacy Technician License required within 90 days of start date and must be maintained throughout employment
• Preferred
• National Pharmacy Technician Certification (CPhT)

Experience

• Required
• Years of relevant experience required: 0
• Preferred
• Previous pharmacy technician experience
• Administration experience in a hospital or healthcare setting
• Minimum years of experience: 0-2

Work Environment and Physical Requirements: Work is performed in both office and hospital pharmacy environments. The position requires frequent computer use and may involve prolonged sitting or standing. When performing pharmacy technician duties, the employee may be required to stand or walk for extended periods, transport medications or supplies, and perform other physical tasks consistent with pharmacy operations. Position may be required to travel to various locations for events or assignments. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job.
The Pharmacy Administrative Assistant must demonstrate professionalism, discretion, dependability, accuracy, and effective time management. The employee must prioritize administrative responsibilities while remaining available to assist with pharmacy technician duties based on operational needs.