Pharmacy Inventory Coordinator

Location:

Pay Range:

Job Description Summary: 

The Pharmacy Inventory Coordinator plays a crucial role for ensuring the seamless procurement of oncology pharmaceuticals and other therapies. Responsibilities include overseeing the entire procurement process, maintaining purchasing guidelines, and upholding compliance with state and federal regulations. Effective communication and a comprehensive understanding of policies are essential for success in this role, which plays a vital part in maintaining operational efficiency and ensuring quality care delivery to patients.

As a vital part of the Drug and Inventory Management Team, this role holds responsibility for overseeing the purchasing and inventory management of drugs.  Analyzing drug purchase orders to minimize overspending and conducting inventory audits to identify overstocking, and upcoming drug expirations. In partnership with local pharmacy staff and distributors, manages transfers and returns, including outdated products. Leveraging expertise in pharmaceuticals, including generics formulations, will analyze daily purchasing opportunities to lower drug costs. Responsible for Nucleus Inventory Management (NIM) maintenance of formulary items and assignments. With meticulous attention to detail and effective communication skills, this position ensures seamless drug procurement and inventory management processes, contributing to the network's success in delivering quality care to patients.

Key Performance Areas:

KPA 1 – Purchase Order Processing, Vendor Management, and Drug Shortages

• Analyze and approve daily drug purchase orders, assessing for overordering and cost-reduction opportunities.
• Partner with distributors on addressing ordering discrepancies and issues.
• Serve as a technical and administrative liaison between distributor partners and clinical staff.
• As part of the pharmacy services team, will collaborate with clinical pharmacists and leaders on monitoring drug inventory and critical drug shortages, assessing and communicating opportunities that secure the pharmaceutical supply chain within the organization.

KPA 2 – Inventory Management and Auditing

• Ensure continuous updates of preferred items and assignments of these items within our Nucleus Inventory Management (NIM) system.
• Conduct monthly virtual analysis and audits on all clinics' Nucleus stations to identify short-dated inventory and overstock.
• Provide guidance to clinics on return procedures to manufacturers, or station transfers as allowed by state and federal law, Ensuring proper storage requirements of pharmaceuticals during transport.
• Routinely monitors reports and dashboards to ensure proper utilization, including the use of preferred items and generics when applicable.

KPA 3 – Service Delivery and Communication

• Addresses and triages inquiries via MyService to address questions pertaining to orders, inventory, and Nucleus Inventory Management (NIM) updates.
• Thoroughly review issues, assessing root-causes, and engaging in diplomatic solution-driven discussions focused satisfactory outcomes.
• In partnership with regional team members and leaders, will communicate pertinent department changes and other critical updates, including procurement policies and procedures.

KPA 4 – Process Improvement and Adaptability

• Assist in continuous improvement efforts within the department, suggesting and implementing process enhancements, including automation opportunities.
• Maintain knowledge of drug orders, approval process, purchasing, and clinic supply orders, adapting to changes as needed.
• Provides cross-regional administrative support in partnership with other procurement, pharmacy and nursing leaders on projects and initiatives that support pharmaceutical care.

KPA 5 – Mastery of Pharmacy Practice, Laws, and Regulations

• Demonstrate a thorough and accurate knowledge of pharmacy practice, including but not limited to: Handling of hazardous drugs, medical safety, State and Federal laws, etc.
• Stay current in pharmacy education/practice through professional development, involvement in professional organizations, and attending professional meetings, conferences, or workshops.
• Maintains continuous education of laws and regulation impacting drug purchasing, including but not limited to requirements set forth by Regulatory Boards, Drug Enforcement Agency (DEA), and the Food and Drug Administration (FDA), specifically the Drug Supply Chain Security Act (DSCSA)

Position Qualifications/Requirements

• Education:
  • College degree (AS, AA or Higher) in Business/Health Care Administration, preferred. In lieu of degree, 4+ years of experience is required or the equivalent combination of education and experience.
  • Graduation from a pharmacy technician training program and/or 2 years pharmacy experience in purchasing, preferred.
• Previous Experience:
  • Prior experience as a pharmacy technician, required.

• Experience handling or purchasing infusion/injectable medications, including hazardous and non-hazardous agents, as well as controlled substances, preferred.

• Certifications/Licenses:

• Registered (RPT) or Certified Pharmacy Technician (CPhT), Required. Advanced Pharmacy Technician Certification (CPhT-Adv), Preferred.

• Core Capabilities:
  • Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
  • Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
  • Communication Skills: Good command of the English language. Second language is an asset but not required. Effective communication skills (oral, written, presentation) is an active listener, and effectively provides balanced feedback.
  • Customer Service & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration, and partnerships, as well as a positive employee, physician and community relations.
  • Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required. 
  • Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.
  • Computer Skills:
    • Proficiency in Microsoft Office: Word, Excel, PowerPoint, and Outlook required.
• Travel:   0% <25%  26-50%  51%-75%   >75%
• Standard Core Workdays/Hours: Monday to Friday 8:00 AM – 5:00 PM. 

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