Pharmacy Operations Coordinator

MAHEC is seeking a Pharmacy Operations Coordinator to serve as an integral member of our Pharmacy Department, supporting the daily operations that keep our team running efficiently and effectively. In this dynamic role, you will manage invoice processing, assist with budget and procurement activities, coordinate faculty clinic schedules, and partner with pharmacy leaders, clinical staff, finance teams, and vendors to ensure seamless workflows. We are looking for a detail-oriented, service-minded professional who takes pride in organization, relationship building, and problem-solving while helping advance exceptional pharmacy services and patient care. If you enjoy balancing finance, scheduling, and administrative coordination in a fast-paced healthcare environment, this could be the perfect opportunity for you!

JOB SUMMARY:

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.

SPECIFIC 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

This role description is a general description of the essential job functions. It is not intended to describe all the duties the Clinical Supervisor may perform.

KEY COMPETENCIES:

• Communication Skills

Effectively and respectably 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. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• 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.

SPECIFIED SKILLS

COMPUTER

• Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.

• Electronic health record experience.

PHYSICAL DEMANDS

• Physical Demands: Sedentary - Very light energy level: Lift 10 lbs box overhead, Lift and

• Occasional (0 - 33% of Workday)

EDUCATION AND EXPERIENCE

MINIMUM QUALIFICATIONS:

• 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.

SCHEDULE:

• Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

POSITION COMPENSATION:

• $24.90/hour, full time + full benefits available

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.

MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. 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.

If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to [email protected] for support in your job search process. You could be the talent we are seeking for this or other opportunities.