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 Tagged as: administrative assistant Requirements MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES) Associates degree in Business Administration; Bachelors preferred Previous experience as an office manager, supervisory experience is a plus Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required Knowledge of medical terminology required Experience with payroll software a plus; Must be a self-starter with excellent interpersonal and communication skills Must be efficient with strong attention to detail Must have strong customer support orientation, demonstrated professional demeanor, and the ability to maintain confidential information Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving Proven ability to manage projects Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information Excellent communication, interpersonal, and presentation skills Must be able to meet deadlines Jamaica Hospital