Pharmacy Operations Coordinator

Advocate Health and Hospitals Corporation • Arlington Heights, IL

17h • $24 - $36 • Remote

About The Position

This role is a full-time, remote position and does not require licensure of any kind.

Requirements

• 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.
• 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
• Ability to prioritize work
• Basic organizational skills
• 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

Nice To Haves

• Typing of 60 wpm preferred
• Ability to work independently with computer and resolve computer problems is preferred.

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.

Benefits

• Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:
• Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training Premium pay such as shift, on call, and more based on a teammate's job Incentive pay for select positions Opportunity for annual increases based on performance
• Benefits and more Paid Time Off programs Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability Flexible Spending Accounts for eligible health care and dependent care expenses Family benefits such as adoption assistance and paid parental leave Defined contribution retirement plans with employer match and other financial wellness programs Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree