Pharmacy Operations Coordinator

Mahec • Asheville, NC

12d • Onsite

About The Position

The Pharmacy Operations Coordinator provides comprehensive administrative and operational support to the Pharmacy Department, with a primary focus on accounts payable functions, invoice entry, and coordinating faculty clinic schedules. This role ensures timely and accurate processing of pharmacy invoices, supports procurement and budget reconciliation, and assists with day-to-day departmental operations. The position works closely with pharmacy leaders, clinical staff, finance, and vendors to maintain efficient workflows and compliance with organizational policies.

Requirements

• Associate degree or three (3) years of relevant experience, or a comparable combination of education and relevant experience, which includes administrative and scheduling experience within a large medical or other health-related field.
• Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications.
• Electronic health record experience.

Nice To Haves

• Communication Skills: Effectively and respectfully communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties.
• Decision Making: Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.
• HealthCare Knowledge: Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.
• Interpersonal Skills: Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.
• Organizational Values: Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.
• Problem Solving: Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

Responsibilities

• Create and maintain the daily, weekly and yearly basic pattern schedules for each faculty member for ambulatory care pharmacy, including call schedules, attending, inpatient coverage and other department responsibilities.
• Receive, review, code, and enter pharmacy invoices accurately and timely into the appropriate financial and enterprise management systems.
• Verify invoice details including pricing, quantities, contracts, purchase orders, and vendor information; resolve discrepancies directly with vendors and internal stakeholders.
• Assist with month-end and year-end reconciliation of pharmacy accounts, supplies, and services.
• Support budget tracking by compiling pharmacy expense reports and monitoring spending trends.
• Process expense reimbursements and support procurement requests related to pharmacy operations.
• Provide administrative support to pharmacy leadership, including calendar management, meeting coordination, and preparation of materials.
• Coordinate purchasing activities for pharmacy supplies, medications, and services using approved systems and vendors.
• Maintain electronic and physical files, databases, and documentation related to pharmacy operations and finance.
• Prepare routine reports, summaries, and communications for pharmacy leadership.
• Serve as a point of contact for internal departments (Finance, Supply Chain, Accounts Payable) regarding pharmacy-related requests.
• Assist with onboarding and orientation support for pharmacy staff, learners, or rotating personnel as needed.
• Coordinate meetings, trainings, and departmental activities, including room scheduling and logistical support.
• Support compliance with organizational policies, procedures, and confidentiality standards.
• Respond professionally to inquiries via phone, email, and in person, prioritizing service and responsiveness.
• Maintain effective working relationships with all.
• Perform other related duties incidental to work described.

Benefits

• full benefits available
• Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.
• Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.

What This Job Offers

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