Position Summary
The Compliance Coordinator provides administrative, documentation, and follow-up support for pharmacy compliance, accreditation, regulatory submissions, training, licensing, and policy handbook activities. This role helps ensure required records, forms, logs, communications, and tracking tools are organized, current, and completed timely under the direction of compliance leadership. The position works closely with pharmacy leadership, Pharmacists-in-Charge, employees, and other stakeholders to support consistent compliance processes across existing, newly onboarded, and newly acquired pharmacy locations.
Primary Responsibilities
- Prepare meeting agendas and take detailed, accurate notes during compliance-related meetings and organize follow-up items.
- Schedule quarterly meetings and coordinate meeting logistics, invitations, and reminders. Share updates, documents, and follow-up communications with pharmacy leadership and PICs as directed.
- Support new PIC onboarding by sending recap communications and required compliance documents after the program introduction. Organize onboarding materials so they are complete, current, and easy to access.
- Create and maintain a consistent process for sending initial compliance documents to new PICs and acquired pharmacies that include required logs, forms, and tracking tools.
- Update, distribute, collect, and organize compliance and accreditation forms as directed. Follow up with stakeholders about outstanding forms, logs, assessments, acknowledgements, and documentation.
- Collect compliance metrics, track submissions, and follow up on missing or incomplete items. Monitor PIC logs and send reminders to keep them current and compliant.
- Audit personnel files for required forms, assessments, and acknowledgements are assigned and completed in Paycom and meet compliance standards.
- Collect required signatures and supporting documents for applications and compliance submissions. Coordinate mailing, overnight delivery, and related administrative tasks for required submissions.
- Maintain electronic organization of application materials, supporting records, and submission documentation. Track and follow up on application and submission status, maintain follow-up records, and escalate items needing attention.
- Monitor completion of required Compliance training for new hires and annual compliance requirements. Follow up with employees and managers regarding outstanding training assignments and overdue items.
- Collect and track required licenses and maintain organized records of license documentation.
- Standardize current policies into a unified Compliance template and handbook to support consistency and ease of use. Maintain organized files and version records as directed by compliance leadership.
- Perform other duties as assigned.
Key Skills
- Maintains precise records, reviews forms and logs carefully, and ensures documentation is complete, current, and audit-ready.
- Keeps compliance files, policy handbooks, application materials, training records, and tracking tools structured, accessible, and consistently maintained.
- Tracks open items, renewal dates, training completion, submissions, and required acknowledgements while sending timely reminders and escalating issues when needed.
- Prepares recap communications, meeting notes, reminders, and status updates that are professional, accurate, and easy for PICs, leaders, and team members to understand.
- Understands the importance of pharmacy compliance, accreditation, licensing, training, and internal policy processes, and follows established procedures consistently.
- Works effectively with pharmacy leadership, Pharmacists-in-Charge, team members, vendors, and external contacts to collect information, resolve missing items, and support timely completion of compliance activities.
- Handles team members records, compliance documentation, licensing information, and sensitive business materials with discretion, integrity, and appropriate escalation to compliance leadership.
- Proficient in MS Office Suite and demonstrated ability to work effectively with web-based platforms.
Education/Experience Requirements
- High school diploma or equivalent required, some college or university highly preferred.
- Minimum of 3 years’ relatable experience serving in an administrative position required, within an accreditation or compliance department preferred.
