Note: The job is a remote job and is open to candidates in USA. Oregon Health & Science University is seeking a Pharmacy Scheduler (Administrative Coordinator) to support its Department of Inpatient Pharmacy. The role manages technician, intern, and student schedules; coordinates orientation, onboarding, and education; oversees attendance and shift coverage; and monitors documentation, compliance, payroll-related activities, and process improvements.
Responsibilities
- Coordinate and perform wide range of scheduling and administrative duties in support of the Department of Pharmacy Services. Responsibilities include, but are not limited to: quality assessment and monitoring; process improvement and ongoing monitoring; maintenance of practice standards, and applicable laws and regulations. Additional responsibilities include scheduling, administrative tasks, staff education, attendance management, and program monitoring
- Create, write, and maintain schedules for technicians, interns, and students within Inpatient Pharmacy
- Determines, coordinates/delegates, and schedules appropriate assignment of staff to meet workload demands and assure adequate resources are available
- Update and revise staff schedules as needed
- Maintain databases- EZ Call scheduling software
- Develops, implements, and maintains policies and workflows relating to all scheduling procedures and vacation bidding
- Approves/denies technician vacation requests
- Problem solves issues with the schedule and makes changes and/or recommendations
- Assist the Coordinator/Supervisor with staff compliance and trained work areas for each staff member
- Work with the leadership team to ensure departmental needs are met, including providing staff with adequate training days
- Oversee all pharmacy technician orientation and onboarding tasks that include not limited to:
- Development and coordination of training schedule
- Assigning modules and classes
- Orientation of inpatient pharmacy including safety precautions, and meet and greet leadership and staff
- Staff education in regard to published schedules, shift acronyms, and standard training procedures, covering and trading shifts procedures, maintaining FTE, using Kronos, understanding the pay periods, seniority and open shift bidding, vacation process, expectations on requesting schedule changes and holidays, attendance policy and call out procedures, and others as needed
- Manage and coordinate technician unscheduled absences and shift coverage
- Communicate with team on coverage plans, maintain documentation, and update schedule
- Abid by contract and departmental policies and procedures
- Monitor, audit, and maintain documentation of employee activities associated with regulatory requirements as it pertains to attendance and performance, unscheduled absences, timecard occurrences, personnel issues, vacation requests, overtime, medical leave, and other activities as deemed necessary
- Work with timekeeper to track timecard discrepancies, overtime, and vacation requests
- Coordinate and communicate with leadership on a regular basis to ensure that employee's attendance and performance is in line with the mission and values of OHSU Pharmacy Department
- Coordinates with leadership to strategy and develop plans related to payroll which include overtime, open positions, departmental needs, and hiring strategies
- Conducts evaluations of procedures and activities within scope of the assigned duties and makes recommendations for changes as needed
- Other duties as Assigned
Skills
- Four years of general office or secretarial experience
- An associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience
- A bachelor's degree and two years of general office or secretarial experience
- An equivalent combination of training and experience
- Additional certifications may be required based on the specific department the position resides in, as indicated by the position description
- Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience
- Experience in hospital pharmacy and scheduling of greater than 50 employees
- Experience with fiscal and budgetary procedures
- Excellent communication skills both verbal and written
- Advance knowledge of Microsoft Excel, Word, and PowerPoint
- Experience with Kronos
- Medical and scientific nomenclature
Benefits
- Hybrid work arrangement
- Opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington
Company Overview
Company H1B Sponsorship