We are a dedicated long term care pharmacy serving the medication needs of residents in skilled nursing facilities, assisted living communities, and hospice programs across Arizona. Our team is passionate, patient-centered, and committed to clinical excellence. As we continue to grow, we are looking for an exceptional Administrative Assistant to join our leadership support team and help drive the operational and organizational backbone of our pharmacy.
THE OPPORTUNITY
This is not your average administrative role. As our Administrative Assistant, you will work directly alongside pharmacy ownership and management as a trusted operational partner, touching nearly every aspect of the business — from human resources and payroll to regulatory compliance, vendor management, financial data entry, and sales support.
This role is the right fit for you if you:
- Are a natural organizer who thrives when you’re the person holding things together behind the scenes.
- Have a people-first mindset and can communicate with staff at every level — from the front line to the pharmacy owner — with clarity, professionalism, and care.
- Know how to coach and counsel employees with confidence, compassion, and consistency.
- Are meticulous with records, deadlines, and compliance details in a regulated environment.
- Are energized by variety and can pivot between HR paperwork, a QuickBooks invoice, a performance conversation, and an operational report — all before lunch.
WHAT YOU’LL DO
Human Resources & Employee Relations
- Own the employee personnel file system — maintaining accurate, complete, and confidential records including I-9s, offer letters, signed policies, performance documents, and disciplinary records.
- Lead new employee onboarding from paperwork and I-9/E-Verify completion through orientation scheduling, licensure verification, and training coordination.
- Track employee license and certification renewal dates (AZ Pharmacy Technician Registration and others); send proactive reminders to staff and management.
- Coordinate employee separations including final pay compliance, exit interviews, and benefits termination notifications.
- Administer leave requests including FMLA, Arizona Paid Sick Time, and other applicable leave; maintain accurate records and keep management informed.
- Maintain and update the employee handbook, HR policies, and job descriptions as directed.
Performance Management & Staff Coaching
- Assist management in preparing performance improvement plans, corrective action notices, and formal counseling documentation; ensure proper execution and filing.
- Counsel employees on performance expectations, workplace policies, and professional conduct with empathy and firmness, always aligned to the organization’s goals.
- Identify training or development needs and connect staff to appropriate resources in coordination with management.
- Model the organization’s values in every staff interaction and foster a culture of accountability, professionalism, and continuous improvement.
Payroll Oversight
- Coordinate payroll processing with the pharmacy’s payroll provider; collect and review timekeeping data, resolve discrepancies, and submit accurately and on time.
- Process payroll changes including new hires, terminations, pay rate adjustments, and direct deposit updates.
- Serve as the first point of contact for employee payroll questions; escalate complex matters appropriately.
- Monitor compliance with Arizona minimum wage, overtime rules, and mandatory paid sick time accrual requirements.
Regulatory, Vendor & Contract File Management
- Maintain a master file system for all pharmacy regulatory licenses, permits, and certifications (AZ Board of Pharmacy, DEA, AHCCCS, Medicare Part D) with renewal date tracking.
- Organize and manage all vendor contracts, service agreements, software licenses, and wholesale purchasing agreements.
- Keep compliance documentation audit-ready at all times for Board of Pharmacy, DEA, CMS, or other regulatory inspections.
QuickBooks & Accounts Payable
- Enter vendor invoices and expense transactions into QuickBooks; code to appropriate accounts and flag discrepancies for resolution.
- Prepare AP aging reports and check run batches for management approval; maintain organized AP files and vendor records.
- Assist with month-end close activities and 1099 preparation in coordination with the pharmacy’s accounting team.
Operations Support & Reporting
- Assist management in monitoring day-to-day pharmacy operations; collect and organize operational data including prescription volume, delivery performance, and staffing metrics.
- Prepare clear operational reports, dashboards, and management summaries on a regular basis.
- Coordinate staff meetings, prepare agendas, record minutes, and track follow-up action items through to completion.
- Support development and maintenance of standard operating procedures and administrative workflows.
Sales & Business Development Support
- Assist management in preparing service proposals, capability presentations, and contract documentation for prospective and current facility accounts.
- Maintain organized files for SNF, AL, and hospice facility accounts including service agreements, formulary documents, and contact records.
- Track business development activity in the CRM; provide regular pipeline summaries and account status updates to management.
- Coordinate logistics for facility introductory visits and in-service presentations; assist in preparation of marketing and outreach materials.
WHAT WE’RE LOOKING FOR
Required Qualifications
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Human Resources, Healthcare Administration, or related field strongly preferred.
- Minimum 3 years of progressive administrative, HR support, or operations experience in a healthcare, pharmacy, or regulated business environment.
- Demonstrated experience maintaining confidential HR personnel files and supporting onboarding, performance management, and employee relations processes.
- Working knowledge of Arizona and federal employment law including FMLA, ADA, FLSA, Arizona Paid Sick Time, and I-9/E-Verify requirements.
- Payroll coordination experience including timekeeping review, payroll submission support, and compliance with Arizona wage laws.
- QuickBooks proficiency with accounts payable data entry, vendor management, and reporting.
- Exemplary verbal and written communication skills; professional, polished, and clear in all interactions.
- Demonstrated ability to coach and counsel employees on performance matters with confidence, professionalism, and empathy.
- Strong leadership presence and the ability to engage all staff members constructively in support of the organization’s strategic objectives.
- Superior organizational skills and meticulous attention to detail with the ability to manage multiple deadlines simultaneously.
- Sound judgment and absolute discretion with confidential employee, financial, and operational information.
Preferred Qualifications
- Prior experience in a long term care pharmacy, skilled nursing facility, assisted living, or other regulated healthcare setting.
- Professional HR credential (PHR, SHRM-CP) or active pursuit of same.
- Experience with payroll platforms such as ADP, Paychex, Gusto, or similar.
- Familiarity with Arizona State Board of Pharmacy, DEA, CMS, and AHCCCS regulatory requirements.
- Experience supporting business development or sales functions, including proposal preparation and account management.
- Bilingual (English/Spanish) a plus.
Pay: $26.00 - $29.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
