Administrative Assistant, Pharmacy

Tennessee Oncology•Nashville, TN

About The Position

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege. Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve. Job Description: The Administrative Assistant will provide daily administrative duties and clerical support for the pharmacy. The Administrative Assistant will be the “face” of the company for all visitors/patients and will help to make them feel welcomed. This role prepares correspondence, develops presentations and spreadsheets, schedules meetings, and maintains files, including those with highly confidential information.

Requirements

Ability to maintain confidentiality and exercise independent discretion and judgment.
Must be highly proficient in Microsoft Word, Outlook, Excel and PowerPoint.
Must be detail-oriented, ability to multi-task; enjoy fast-paced office with constantly changing demands while maintaining a positive attitude.
Must maintain a professional demeanor toward internal and external customers.
High School Diploma or Equivalent.
Experience in a professional setting in an administrative support role.

Responsibilities

Answers telephone, takes accurate messages, and screens and directs calls in a professional manner.
Greets visitors and vendors at the pharmacy and notifies the appropriate manager/staff upon guest arrival.
Directs visitors to correct meeting/conference rooms.
Offer refreshments to visitors where appropriate.
Provide general support to visitors including generating WIFI passwords and helps with general A/V setup in conference rooms.
Organize and schedule meetings and appointments.
Design, implement, and update forms for use within the office by applying knowledge of software applications.
Maintain files in an organized and accessible manner to include updating information, purging files on a regular basis, and creating a new filing system as needed.
Attend meetings and prepare agenda and minutes as requested
Makes travel arrangements when requested: flights, car, hotel, car service
Books conference rooms for meetings.
Assist in set-up and/or clean-up of meetings as well as ordering lunches
Assist with meeting conference registration, travel and expense reimbursement.
Communicates with pharmacy team regarding initiatives and/or any other items per request of pharmacy leadership.
Orders, receives and put away office supplies and maintain inventory in pharmacy.
Order supplies for pharmacy breakroom and maintain inventory.
Maintain/order supply of treatment starter kits.
Pickup, sort and distribute daily US and interoffice mail in the pharmacy.
Sign for Fed-Ex and UPS packages for office and notify recipients.
Maintain pharmacy time off calendar (all staff)
Send daily staffing email
Keep updated remote schedule for staffing
Assist the appropriate pharmacy manager in the new employee onboarding and staff training.
Submit ticket as needed to IT for property maintenance.
Manage VRC Shred
As needed, may need to assist as back up for Logistics Coordinator
Other duties as assigned.