Pharmacist Administrative Assistant

CLASSIFICATION: Hourly, Non-Exempt

LOCATION: Corporate

JOB SUMMARY: The Administrative Assistant position assists the Pharmacist and pharmacy leadership with pharmaceutical operations, vaccine coordination, medication and supply ordering, inventory tracking, invoice processing, compliance documentation, and communication between pharmacy vendors, clinics, and internal departments.

ACCOUNTABLE TO: Pharmacist

JOB DUTIES: This role ensures the efficient coordination of pharmaceutical activities, assists in implementing operational initiatives, supports compliance with HRSA, OSHA, and other regulatory standards, and facilitates effective communication among leadership and clinic staff.

1. Providing administrative and clerical support to the Pharmacist and pharmacy leadership team.
2. Assist with pharmaceutical ordering, vaccine ordering, and medical supply coordination for clinic and pharmacy operations.
3. Tracking medication inventory, vaccine inventory, expiration dates, lot numbers, and backordered items.
4. Serves as a communication liaison between clinical departments and administrative teams.
5. Assist with monitoring vaccine storage documentation, temperature logs, and related compliance records.
6. Submit and track pharmacy invoices, packing slips, vendor statements, and purchasing documentation.
7. Assist with coordinating communication with pharmaceutical vendors, wholesalers, vaccine programs, and internal departments.
8. Assist with maintaining organized pharmacy records for HRSA, VFC, 340B, OSHA, and regulatory compliance purposes.
9. Track pharmaceutical deliveries, shipment discrepancies, and inventory reconciliation.
10. Preparing reports, spreadsheets, correspondence, and presentations related to pharmacy operations and inventory management.
11. Assist with monitoring and maintaining filing systems for pharmacy licenses, permits, vaccine records, invoices, and compliance documentation.
12. Track medication shortages, recalls, expired products, and vaccine replacement processes.
13. Coordinate meetings, training, and pharmacy operational communications.
14. Collaborate with Finance, Clinic Operations, Managed Care, and Purchasing Departments regarding pharmacy-related processes.
15. Assist with supporting the implementation of pharmacy workflows, operational initiatives, and process improvement projects.
16. Maintain confidentiality of pharmacy records, patient information, invoices, and operational documentation.
17. Consistently demonstrate and uphold CCCHC’s principle of providing quality health and human services to medically underserved and low-income populations in a culturally sensitive manner.
18. Punctuality and strong attendance record.
19. Assist with performing additional administrative duties as assigned by leadership.

Special Knowledge, Skills, Abilities, and Attributes:

• Commitment to mission-driven, community-based healthcare.
• Strong organizational and inventory tracking skills.
• Strong problem-solving and follow-up skills.
• Ability to multitask in a fast-paced healthcare environment.
• Adaptability to changing priorities and organizational needs.
• Ability to communicate professionally with vendors, providers, clinic staff, and leadership.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
• Ability to maintain confidentiality and professionalism.
• Understand, adhere to, and enforce safe work practices while being knowledgeable about company policies and procedures regarding job safety, including relevant safety rules and regulations.
• Must have a reliable automobile, current insurance, and a valid California driver's license.

Education and Experience Requirements

• 2 years of college and/or 3 years of Office Administration or equivalent office experience required.
• Experienced in healthcare, pharmacy, pharmaceutical, vaccine, or medical inventory experience preferred.

• Strong organizational, time management, and multitasking skills.

• Excellent written and verbal communication.
• Experience with invoice processing, purchasing, or inventory management preferred.
• Experience with Electronic Medical Record (EMR) systems preferred.
• Ability to maintain confidentiality and professionalism in a fast-paced environment.

Working Conditions

Standard office environment with:

• Occasional walking, reaching with hands and arms, stooping, and kneeling.

• Ability to handle multiple tasks while also being tactful, diplomatic, and empathetic.
• Ability to organize and schedule work effectively.
• Ability to communicate effectively and tactfully with managers and other levels of personnel, in person and on the telephone.
• Ability to pay close attention to detail.
• Ability to maintain composure under conditions of urgency and/or time constraint.