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Advocate Aurora Health · 12 hours ago

Pharmacy Operations Coordinator

Arlington Heights, IL

Full-time

Onsite

Mid, Senior Level

$23/hr - $35/hr

5+ years exp

Advocate Aurora Health is seeking a Pharmacy Operations Coordinator to manage internal and external relationships, ensuring smooth facility operations. The role involves contract negotiations, vendor management, and providing administrative support to executive leadership.

Health Care

Responsibilities

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

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

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

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

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

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

Qualification

Vendor relationship managementBudget managementProject managementAdministrative experienceCommunication skillsTyping 60 wpmSelf-directedCreative problem-solvingOrganizational skillsDecision-making ability