WVUHS Enterprise Pharmacy Office Coordinator

WVU Medicine; Morgantown (WV); On-site; USD 42,000 - 62,000; Full time

Job summary

West Virginia University Health System seeks an administrative leader to oversee the WVUHS Enterprise Pharmacy office. You will coordinate schedules, onboarding, and special projects, while guiding communications and events to ensure clear, comprehensive engagement.

You will manage daily operations, mentor staff, and maintain efficiency in a fast-paced health system environment, supporting leadership with reports and budgets.

Qualifications

• High School Diploma or Equivalent with 6 years of high-level administrative experience.
• Associate's Degree with 4 years of high-level administrative experience.
• Bachelor's Degree with 2 years of high-level administrative experience.

Responsibilities

• Provides administrative support to WVUHS Enterprise Pharmacy Leadership team, including scheduling and conference room coordination.
• Trains, onboarding, and mentors staff on timekeeping, note taking, and other admin tasks.
• Leads and coordinates special projects and reports for WVUHS Enterprise Pharmacy Leadership team.
• Develops and leads communication plans for meetings to ensure transparency and understanding among leaders and stakeholders.
• Assists with daily operations of the administrative suite and maintains office supplies.
• Provides high level clerical support and manages internal and external correspondence for the leadership team.
• Serves as primary contact for vendors and external contacts for the Enterprise Pharmacy Leadership team.
• Acts as liaison for special events and meetings in the Enterprise Pharmacy suite.
• Assists in developing events, project proposals, and budgets with project progress.
• Maintains professional development records, including expense reports and procurement reconciliation.
• Drafts and coordinates correspondence, itineraries, publications, data, emails, newsletters, meetings and reports.
• Assists with daily courier route planning as necessary.
• Oversees distribution of information for news releases and department newsletters.
• Evaluates accomplishments for news value and prioritizes promotions.
• Consults with leadership on departmental publications and creates content for websites and newsletters.
• Supports production of educational and promotional videos and postings.
• Participates in meetings and task forces.
• Develops site visit communication plans and prepares project status reports.

Skills

Executive support

Calendar management

Meetings coordination

Communication skills

Training and onboarding

Project coordination

Vendor liaison

Microsoft Office

Kronos

Outlook

SharePoint

Education

Bachelor's Degree

Associate's Degree

High School Diploma or Equivalent

Tools

Kronos

Microsoft Office

Outlook

SharePoint

Job description

Administrative responsibility and oversight to the WVUHS Enterprise Pharmacy office. Independently performs a wide range of administrative duties, support, communication, and coordination of projects and special events.

MINIMUM QUALIFICATIONS:

1. High School Diploma or Equivalent AND Six (6) years of high-level administrative experience.
2. Associate's Degree AND Four (4) years of high-level administrative experience.
3. Bachelor's Degree AND Two (2) years of high-level administrative experience.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in health care.
2. Experience in executive office setting.
3. Supervisory experience.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Provides administrative support team for WVUHS Enterprise Pharmacy Leadership team including coordinating schedules, coordinating conference room availability, assisting with kronos, and other responsibilities as assigned.
2. Responsible for training, onboarding, and mentoring staff in regard to time keeping, note taking, and other administrative tasks.
3. Leads, coordinates, and has direct responsibility for a wide variety of special projects & reports on behalf of WVUHS Enterprise Pharmacy Leadership team as assigned.
4. Develops and leads communication plans for meetings to ensure full transparency and understanding of the meeting agenda by leaders, user departments, stakeholders, patients, and visitors.
5. Assist WVUHS Enterprise Pharmacy Leadership team in the day -to- day operations of the administrative suite with the ability to suggest methods and procedures to improve departmental administrative operations including maintaining inventory of office & breakroom supplies.
6. Provide high level clerical support, organization, time and task management for WVUHS Enterprise Pharmacy Leadership team including all internal and external correspondence.
7. Serves as the primary contact for WVUHS Enterprise Pharmacy Leadership team Administration suite for vendors, community leaders, and other external contacts.
8. Serve as the liaison for special events & meetings held in the WVUHS Enterprise Pharmacy suite.
9. Assist in the development of events and project proposals and budgets, providing leadership with project plan progression.
10. Assist with maintenance of professional development, including expense reports and corporate purchase card reconciliation.
11. Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, meetings, presentations and reports.
12. Assist with daily route planning for courier services as necessary.
13. Oversees the gathering & distribution of information for news releases; department newsletters; edits releases written by others; keeps records of distribution.
14. Evaluates accomplishments for potential news value, prioritizes, and decides which should be promoted.
15. Consults with leadership and provide advice on departmental publications.
16. Develops story ideas for organizational newsletters.
17. Creates other written content on a wide variety of subjects for web sites, publications, internal and external communications.
18. Assists with producing educational and promotional videos, postings, and news releases.
19. Participates in/on a variety of meetings, committees, task forces, and/or related groups.
20. Develops and leads communication plans for site visita to ensure full transparency and understanding of the visit agenda by leaders, , stakeholders, and visitors.
21. Assists with preparation of project status reports and project schedules for stakeholders and senior leadership.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
2. Ability to sit for long periods of time.
3. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
2. Working conditions are based on a normal office environment.

SKILLS AND ABILITIES:

1. Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).
2. Ability to maintain confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.
3. Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

Additional Job Description:

Scheduled Weekly Hours: 40

Shift:

Exempt/Non-Exempt: United States of America (Non-Exempt)

Company: SYSTEM West Virginia University Health System

Cost Center: 249 SYSTEM Pharmacy Business Operations

Address: 781 Chestnut Ridge Road

Morgantown

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.