WVUHS Enterprise Pharmacy Office Coordinator

SYSTEM West Virginia University Health System; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

West Virginia University Health System is seeking an experienced administrative professional to support the Enterprise Pharmacy Leadership team. You will coordinate schedules, assist with timekeeping, onboarding, and manage a variety of projects and communications to ensure efficient operation across the leadership suite.

You will train staff on administrative tasks, lead special projects, and maintain strong liaison with vendors and stakeholders.

Qualifications

• High school diploma or equivalent with 6 years of senior administrative experience.
• Associate’s degree with 4 years of senior administrative experience.
• Bachelor’s degree with 2 years of senior administrative experience.

Responsibilities

• Provides administrative support to the WVUHS Enterprise Pharmacy Leadership team, including scheduling and conference room coordination.
• Training, onboarding, and mentoring staff on timekeeping, note taking, and other admin tasks.
• Leads and coordinates various special projects and reports for the Enterprise Pharmacy Leadership team.
• Develops and leads communication plans for meetings to ensure transparency and understanding of agendas.
• Supports day-to-day operations of the administrative suite and maintains inventory of office supplies.
• Provides high-level clerical support and manages internal/external correspondence.
• Serves as primary contact for vendors, community leaders, and external contacts.
• Acts as liaison for special events and meetings in the Enterprise Pharmacy suite.
• Assists with development of event proposals, budgets, and project plans.
• Assists with management of professional development and expense reports.

Skills

Administrative experience

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Kronos

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

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

1. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
2. Ability to sit for long periods of time.
3. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT

1. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
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.

The West Virginia University Health System is a West Virginia-based academic health system that provides the full continuum of healthcare services at 30 hospitals in West Virginia, Pennsylvania, Ohio, and Maryland. With more than 47,000 employees, of which 7,200 are providers, and $10 billion in total operating revenues, the WVU Health System is anchored by an 890-bed academic medical center and the 150-bed WVU Medicine Golisano Children’s Hospital in Morgantown, West Virginia. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.