Pharmacy Operations Coordinator at Advocate Health Care

Major Responsibilities

Internal and external relationship management

• Serves as the primary relationship manager for the building ownership, and other 3rd party vendors who provide support to APP's office operations. Interfaces with local authorities as needed (ie city management). Ensures facility operations are able to run smoothly and uninterrupted.
• Responsible for contract negotiations for business equipment, license and insurance. Is expected to have detailed knowledge of any building lease related items and communicate to executive management any issues that arise from these terms.
• Reviews existing vendor contracts and relationships to ensure highest quality standards, with a constant focus on cost-savings for APP.
• Facilitates all off site storage, which includes scheduling, inventory logs, storage identification. Also responsible for file retrieval requests.
• Manages any needs related to executive support related to Board Room or telepresence needs.
• Assists other leadership with support and recommendations regarding telecommunications call center programming and problem solving ACD software and hardware.
  
  

Preparation and dissemination of correspondence

• Composes, edits and types letters, memos, reports, agendas and other types of correspondence assuring accuracy and confidentiality.
• Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages.
• Takes accurate minutes for executive leadership meetings
• Creates presentations (overheads, power point, etc) for Vice Presidents.
  
  

Coordinates schedule of Operations executives (VPs)

• Sets up meetings and maintains meeting schedule for Vice Presidents and assists other administrative leadership with meeting set-up as needed.
  
  

Attends meetings as needed.

• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement
• Responds to internal/external complaints, resolves problems, or directs complainant to appropriate parties.
• Follows up on letters and phone calls, making sure appropriate parties follow through
  
  

Performance of diversified administrative and secretarial work in support of department.

• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring vice president’s attention.
• Initiates follow up for calls, correspondence, etc., received by department.
• Answers phones for others within department and follows up on requests if able.
• Covers for other administrative assistants in APP in their absence.
• Plans work for others, direct and monitor the work, including staff, clients and vendors.
• Coordinate executive leadership seminars, retreats, dinners and meeting details.
• Coordinates, plans and participates in projects and enterprise-wide initiatives.
• Manages and coordinates projects across sites, within and across teams.
  
  

Assists in preparing project plans.

• Plans work for others, direct and monitors the work, including staff, clients and vendors.
  
  

Represents APP in communication with associates, customers, and outside callers.

• Works directly with senior management in assuring accurate communication and scheduling.
  
  

Assists in updating and maintaining work/status updates on major projects.

• Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors.
• Greets and directs visitors.
• Follows up on complaint and complimentary letters and phone calls, making sure appropriate parties follow through.
  
  

Maintenance of budget and supply inventory

• Oversees all responsibilities related to supplies, inventories, cost, and ordering for all APP sites.
  
  

Shares any meaningful trends and opportunities for APP to enhance productivity and lower cost.

• Maintains and accountable for supply budget for all of APP.
• Prepares expense reports, check requests, petty cash reimbursement, invoice payments. Education/Experience Required:
• Associates Degree or
  
  

Equivalent

• Minimum of five or more years of administrative secretarial experience
• Experience having served as the primary relationship manager for external vendors.
  
  

Knowledge, Skills & Abilities Required:

• Demonstrate self-directed, results-oriented, creative approach to projects.
• Strong decision-making ability
• Demonstrated ability to succeed in changing environment and handle multiple responsibilities
• Creative problem-solving skills. Must be highly analytical, have process and project orientation
• Outstanding communication skills
• Experience in group process and facilitation
• Typing of 60 wpm preferred
• Ability to work independently with computer and resolve computer problems is preferred.
• Ability to prioritize work
• Basic organizational skills
  
  

N/A

Physical Requirements And Working Conditions

• Demonstrates exceptional customer service skills
• Ability to work in changing environment
• Ability to prioritize independently and respond to multiple simultaneous requests.
• Ability to work under fast-paced conditions and in difficult situations.
• Ability to accept additional responsibility
• Works as a team player
  
  

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.