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Office Coordinator - Central Pharmacy

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Yale New Haven Health

2mo ago

  • Job
    Full-time
    Senior Level
  • Business, Operations & Strategy
    Facilities Management
  • New Haven

AI generated summary

  • You need a high school diploma, 5 years of relevant experience, MS Office proficiency, strong organizational skills, and effective communication. Project management knowledge is preferred.
  • You will coordinate office operations, ensure safety compliance, enhance operational efficiency, manage contracts, and support vendor relations, while facilitating training and monitoring facility performance.

Requirements

  • EDUCATION:
  • High School Diploma or equivalent required. Associate, bachelor’s degree or certification in project management or related fields is preferred but not required.
  • EXPERIENCE:
  • Five (5) years of experience in a multi-staff office involving coordination of staff, events, and administrative support experience required.
  • SPECIAL SKILLS:
  • Proficiency in MS Office (MS Excel, MS Outlook, and MS Teams)
  • Knowledgeable in office management responsibilities, systems, and procedures, and project management preferred.
  • ACCOUNTABILITY:
  • Monitor and consult with department leadership concerning departmental needs. Consistently demonstrates the values of the organization to support our mission and vision.)
  • Consistently demonstrates personal accountability and the values of integrity (doing the right thing), patient-centered (putting patients and families first), respect (valuing all people and embracing all differences), accountability (being responsible and taking action), and compassion (being empathetic).
  • COMPEXITY:
  • Excellent time management skills, the ability to multitask and prioritize work, strong organizational and planning skills, strong written and verbal communication skills, ability to work independently and escalate concerns when necessary. Exercises independent judgement and tact in dealing with all patients, employees, vendors, and other affiliated personnel. Utilizes knowledge of operation.
  • LICENSURE/CERTIFICATION:
  • Project Management preferred but not required.

Responsibilities

  • 1. Office Coordination: Facilitate office operations including facilities management, maintenance of departmental business continuity, contingency and disaster planning. Coordinate with most appropriate Corporate and Delivery network partners to ensure environment of care, operational efficiency and limited downtime of business operations. Review of associated safety and regulatory compliance requirement for all facility operations. Ensures staff education, creates development plan for life safety preparedness, and performs departmental auditing or simulation testing for proper facilities operations as appropriate. Participate in training of new and existing employee orientation on facilities policy and procedures. Ensure safe conditions for patients and employees during inclement conditions.
  • 2. Operational Effectiveness: Develops, monitors and updates pertinent policies and procedure related to facilities and business continuity planning. Continuously advance the operational effectiveness and efficiency of the department through facility redesign, quality initiatives benchmarking, information systems and introduction of new technology. Provides guidance to departmental leadership to plan and monitor efficient systems for department operations and implement initiatives as appropriate. Serves as a liaison to the Office of Disaster Preparedness, Security and Life Safety. Maintains required data and creates reports and dashboards as required.
  • 3. Contract/ Supply Management: Provides assistance in the development and maintenance of vendor related contracts. Coordinate payment and purchase order creation as appropriate. Promote effective vendor engagement ensuring input is fully leveraged, issue resolution and vendor support as appropriate.

FAQs

What are the primary responsibilities of the Office Coordinator at Central Pharmacy?

The primary responsibilities include office coordination, operational effectiveness, and contract/supply management, ensuring efficient business functions and support for Specialty and Retail departments.

What qualifications are preferred for this position?

While a High School Diploma is required, an associate or bachelor’s degree or certification in project management or related fields is preferred.

How many years of experience are required for applicants?

Applicants are required to have five (5) years of experience in a multi-staff office involving coordination of staff, events, and administrative support.

What special skills are essential for this job?

Proficiency in MS Office (MS Excel, MS Outlook, and MS Teams) is essential, along with knowledge in office management responsibilities, systems, and procedures, as well as project management.

Is a Project Management certification required for this role?

No, Project Management certification is preferred but not required.

What is the work environment like at the YNHH Central Pharmacy?

The work environment is characterized by a high level of professionalism, a focus on teamwork, excellent benefits, and a strong work culture.

What type of individual is the organization looking for in this role?

The organization is looking for a high-level professional with experience in Medical Terminology, strong multitasking abilities, project management skills, event planning, excellent communication skills, and a professional demeanor.

What is the importance of operational effectiveness in this role?

Operational effectiveness is crucial as it involves developing, monitoring, and updating policies and procedures related to facilities and business continuity, thereby ensuring the efficiency and effectiveness of the department.

Will the Office Coordinator work independently or as part of a team?

The Office Coordinator will work both independently and as part of a team, escalating concerns when necessary.

How does the Office Coordinator contribute to patient safety and regulatory compliance?

The Office Coordinator reviews safety and regulatory compliance requirements for all facility operations, ensures staff education, and creates development plans for life safety preparedness.

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Yale New Haven Health

Science & Healthcare
Industry
1001-5000
Employees
1996
Founded Year

Mission & Purpose

Yale New Haven Health is making it easier for people to access the latest medical treatments, advanced research and innovations through our five outstanding hospitals – Yale New Haven, Bridgeport, Greenwich, Lawrence + Memorial and Westerly – and our affiliation with the prestigious Yale University and its highly-ranked Yale School of Medicine. Plus, our patients benefit from access to hundreds of dedicated primary care physicians and specialists in Northeast Medical Group and Yale Medicine. We also have advanced clinical relationships with multiple hospitals and numerous outpatient locations throughout the state so you can get the care you need, when you need it. As one organization, we’re working together to make health care more patient-focused, more accessible and more cost-effective. Some call it personalized medicine. We call it good care. For more information, check out the YNHHS Web site: www.ynhhs.org