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Pharmacy Administrative Assistant

Apply now Job No: 494752
Department: PHARMACY
Local Title: Pharmacy Administrative Assistant
Budget Title: Teaching Hospital Staff Assistant I
Work Type: Full Time
Location: Brooklyn, NY
Categories: Administrative, Clinical



Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:


Job Summary:

The Department of Pharmacy at SUNY Downstate Health Sciences University is seeking a full-time Pharmacy Administrative Assistant / Staff Assistant 1. This position will report to the Director of Pharmacy, and the successful candidate will:

  • Have high-level Administrative/Staff Assistant accountability with functional, technical, IT, and other administrative responsibilities within the Department of Pharmacy.
  • Be responsible for creating spreadsheets and queries in ACCESS, EXCEL, SQL, or crystal reports for tracking regulatory, hiring packages, requisitions, and Purchase Orders (dates times and files submitted to Accounts Payable/Finance and HR); will assist in tracking pharmacist/tech training/credentialing or staff.
  • Oversee day-to-day office management, emails, and functions to assist the Director in ensuring projects and work are submitted by managers in a timely fashion. 
  • Oversee, arrange, and change scheduled meetings for the Department of Pharmacy (DOP) with department managers, staff, and other department leadership, as needed.
  • Assist DOP in scheduling meetings with outside and interior customers/healthcare teams.
  • Conserve the executive's time by reading, researching, and routing correspondence; draft letters and documents, collect and analyze information; and initiate telecommunications.
  • Maintain the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries; prepare reports by collecting and analyzing information.
  • Represent the executive by attending meetings in the executive's absence and speaking for the executive.
  • Maintain customer confidence and protect operations by keeping information confidential.
  • Complete projects by assigning work to clerical staff and following up on results.
  • Secure information by completing database backups.
  • Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
  • Maintain office supply inventory by checking stock to determine inventory level; anticipate needed supplies; evaluate new office products; place and expedite orders for supplies; and verify receipt of supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements; follow manufacturer's instructions; troubleshoot malfunctions; call for repairs; maintain equipment inventories; and evaluate new equipment and techniques.
  • Maintain professional and technical knowledge by attending educational workshops, review professional publications, establish personal networks, and participate in professional societies.
  • Contribute to team effort by accomplishing related results as needed. 

Required Qualifications:

  • Bachelor's Degree.
  • 3 to 5 years of administrative/executive assistant experience; this experience is preferred in a pharmacy and/or medical setting, combined with IT background in report writing, MS Office, ACCESS, SQL, Crystal, PowerPoint, MS InfoPath.
  • Experience managing multiple calendars and booking travel. 
  • Experience with tracking and documenting Purchase Orders/Requisitions and submitting to Accounts Payable.
  • Experience assisting with yearly budget outline/development. 
  • Experience in development of tracking databases for regulatory and State/Federal/JC tasks. 
  • Experience with time and attendance maintenance, and tracking mandatory OT and on-call (Weekends only). 
  • Experience with developing strategies for moving to paperless documentation and employee profile systems.
  • Experience completing, tracking, and documenting new hire appointments and following up on status.
  • Ability to work as a department liaison for managers and staff and to the C-suite executive administrative assistants/team.
  • Ability to assist with renewal/submission processes for licenses and certificates from state, federal, and regulatory agencies.
  • Ability to provide support to managers and Associate Directors in the absence of the Director of Pharmacy.

Preferred Qualifications:


Work Schedule:

Monday to Friday; 9:00am to 5:30pm

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at 718-270-3025.


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