Pharmacy Operations Coordinator

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JOB SUMMARY: The Pharmacy Operations Coordinator provides comprehensive administrative and operational support to the Pharmacy Department, with a primary focus on accounts payable functions, invoice entry, and c oordinat ing faculty clinic schedules. This role ensures timely and accurate processing of pharmacy invoices, supports procurement and budget reconciliation, and assists with day-to-day departmental operations. The position works closely with pharmacy leaders, clinical staff, finance, and vendors to maintain efficient workflows and compliance with organizational policies. SPECIFIC RESPONSIBILITIES: Create and maintain the daily, weekly and yearly basic pattern schedules for each faculty member for ambulatory care pharmacy , including call schedules, attending, inpatient coverage and other department responsibilities . Receive, review, code, and enter pharmacy invoices accurately and timely into the appropriate financial and enterprise management systems. Verify invoice details including pricing, quantities, contracts, purchase orders, and vendor information; resolve discrepancies directly with vendors and internal stakeholders. Assist with month-end and year-end reconciliation of pharmacy accounts, supplies, and services. Support budget tracking by compiling pharmacy expense reports and monitoring spending trends. Process expense reimbursements and support procurement requests related to pharmacy operations. Provide administrative support to pharmacy leadership, including calendar management, meeting coordination, and preparation of materials. Coordinate purchasing activities for pharmacy supplies, medications, and services using approved systems and vendors. Maintain electronic and physical files, databases, and documentation related to pharmacy operations and finance. Prepare routine reports, summaries, and communications for pharmacy leadership. Serve as a point of contact for internal departments (Finance, Supply Chain, Accounts Payable) regarding pharmacy-related requests. Assist with onboarding and orientation support for pharmacy staff, learners, or rotating personnel as needed. Coordinate meetings, trainings , and departmental activities, including room scheduling and logistical support. Support compliance with organizational policies, procedures, and confidentiality standards. Respond professionally to inquiries via phone, email, and in person, prioritizing service and responsiveness. Maintain effective working relationships with all Perform other related duties incidental to work described This role description is a general description of the essential job functions . It is not intended to describe all the duties the Clinical Supervisor may perform. KEY COMPETENCIES: Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient's family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations , to ultimately provide the best care possible to our patients and their families. Decision Making Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills , confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time. HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate . This also includes keeping up with your licensure and yearly training requirements within your area exp ertise along with MAHEC's organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate . Interpersonal Skills Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times , even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others. Organizational Values Adherence to MAHEC's founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the go

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