Administrative Assistant Pharmacy Regular Full-Time

Summary of Duties

Reporting to the Director of Pharmacy the Administrative Assistant provides comprehensive administrative financial and operational support to the Pharmacy Department. This role is integral to the effective functioning of the department supporting leadership and managers in human resources processes financial administration operational coordination and policy management. The successful candidate acts as a key liaison between Pharmacy leadership and internal and external stakeholders ensuring seamless communication efficient processes and the smooth day-to-day operation of the department.

Administrative Support

• Provide high-level administrative support to the Director of Pharmacy including complex calendar management meeting coordination and correspondence.
• Coordinate departmental meetings prepare agendas and materials record and distribute minutes and track follow-up actions.
• Support Pharmacy managers as a central administrative resource for operational processes documentation and policy management.
• Oversee secure electronic and paper-based records management for departmental documentation ensuring compliance with organizational standards.
• Prepare reports presentations briefing materials and correspondence using advanced computer applications.
• Coordinate departmental events meetings and presentations including room bookings and logistics.
• Maintain office equipment and supplies for central Pharmacy offices.

Financial & Payroll Administration

• Coordinate departmental purchasing and financial processes including non-medication purchase orders requisitions invoice processing expense claims deposits and tracking disbursements in collaboration with Finance.
• Monitor departmental expenditures and support budget tracking and reconciliation activities.
• Prepare Special Drugs Program reimbursement submissions.
• Enter and verify departmental payroll data in collaboration with Payroll and Human Resources.
• Maintain accurate financial and administrative records in accordance with organizational policies.

Human Resources & Operational Support

• Support recruitment onboarding staff changes and off-boarding processes in coordination with Human Resources and Payroll.
• Serve as the administrative liaison for pharmacy coordinators supervisors managers and staff regarding employment documentation and processes.
• Act as a primary point of contact on behalf of the Director of Pharmacy with internal departments (e.g. Human Resources Finance Payroll) and external partners (e.g. University partners pharmaceutical representatives members of the public).
• Provide guidance and timely resolution of administrative and operational inquiries.
• Perform additional duties as required to support the efficient and effective operation of the Pharmacy Department.

Qualifications/Skills

• Proficiency in Microsoft Office applications such as Outlook Word Excel PowerPoint and strong demonstrated ability to learn new software
• Experience with virtual meeting platforms (e.g. Zoom MS Teams) and document management systems such as sharepoint.
• Proficiency with Adobe and other business software applications.
• Ability to quickly learn and navigate multiple information and financial systems.

• Experience entering payroll and managing financial data is an asset.
• Completion of a diploma or degree is an asset