ADMINISTRATIVE ASSISTANT
White Plains Hospital Center - White Plains, NY

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ADMINISTRATIVE ASSISTANT

Category: Clerical/Administrative Support
Facility: WHITE PLAINS HOSPITAL
Department: PHARMACY
Schedule: Full Time
Shift: Day Shift
Hours: Mon-Fri 9-5/8-4
Job Details: High School/GED/Vocational

Position Summary:

Responsible for providing office assistance (secretarial/clerical support) to the Department of Pharmacy.

Job Responsibilities:

Performs office assistant and secretarial functions for the department, including but not limited to, typing all correspondence, maintaining files, composing responses to inquires as appropriate, maintaining calendars as required, managing telephone communications, maintaining office supply inventory, preparing check requests and purchase order as required, processing invoices, prepares new policies, forms and newsletters.

Performs receptionist duties and responsibilities as required for the department, including but not limited to greeting and directing employees and visitors, responding to telephone inquiries.

Coordinates scheduling of committee and/or departmental staff meetings (as required), including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required.

Administrative support to Director of Pharmacy

Type the updates and manage Policies and Procedures and refer policies to medication management standards.

Assist the Director in the preparation, coping and collating all materials including drug monographs, recalls, alerts, shortages, adverse drug reaction reports, formulary revision for Pharmacy and Therapeutics committee meeting as well as minutes and appropriate invites.

Coordinates scheduling of committee and/or departmental staff meetings, including recording deliberations of meetings, preparing appropriate meeting materials, meeting location, audiovisuals needs, etc., as required.

Prepare timesheets and recording absences/ benefit time for the pharmacy staff.

Create the required forms needed for documentation of regulatory and operational functioning of the department. Create a filing and tracking system for the storage and retrieval of all archived documents.

Ordering of clerical supplies.

Mailing and tracking of documents being mailed for regulatory reasons including controlled drug documents and license renewals.

Human resource maintenance- records of licensure and certification, continuing education, processing evaluation and occupation health forms.

Computerizing documentation of rebates and checks received in the department as well as borrow and loan of product from/to other hospitals.

Communication with Accounts Payable to release credit holds, process check requests etc.

update reference manuals.

Maintain current pharmacy information as related to staff meeting binder, Pharmacy and Therapeutic Committee binder, clinical updates, memos, policies and procedures and organizational goals.

Investigational drug binders and reference material maintenance for the pharmacists as made available through the Investigational Review Board meetings. Create record for patient and study drug usage.

Newsletter preparation

Performs other duties as assigned.

Education, Training, Licensure and Experience Requirements

High School Graduate Required

College or Business (Secretarial) School graduate preferred

Minimum 3-5 years experiencepreferred

Extensive working knowledge of Microsoft Office (Word, Excel, Access and Power Point).

Knowledge of medical terminology and record management systems preferred.

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About this company
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White Plains Hospital is a voluntary, not-for-profit health care organization with the primary mission of offering high quality, acute...