Pharmacy Administrative Assistant

Job Summary

The Pharmacy Administrative Assistant provides on\-site administrative and operational support to our pharmacy team on a per diem basis. This role serves as the first point of contact for incoming calls from patients, registered providers, and vendors, triaging and directing inquiries to the appropriate pharmacist, technician, or department. The assistant also supports patient data entry, billing workflows, and light logistics tasks including medication packing and local deliveries.

This is a multi\-functional support role designed to assist the Operations, Billing, and Logistics teams with day\-to\-day tasks that keep the pharmacy running efficiently. It does not involve clinical compounding, dispensing, or pharmacist\-level functions.

Essential Functions:

Include but not limited to the following:

• Answer and triage all incoming phone calls from patients, registered providers, clinics, and vendors; direct calls to the appropriate pharmacist, technician, or team member.
• Take accurate messages, document callback requests, and follow up to ensure timely resolution.
• Greet and assist walk\-in patients, delivery personnel, and visitors in a professional and courteous manner.
• Manage call logs and maintain organized communication records.
• Enter new patient demographics, prescription information, and provider data into the pharmacy management system accurately and completely.
• Assist with insurance verification, eligibility checks, and prior authorization follow\-ups as directed by the billing team.
• Support billing workflows including data entry for claim submissions, payment posting, and claim correction documentation.
• Maintain organized patient files in both electronic and physical formats in compliance with HIPAA regulations.
• Assist the logistics team with packing compounded medications for shipment or local delivery, including proper labeling and documentation.
• Perform local drop\-offs of medications to clinics and patients as needed using a personal vehicle (mileage reimbursed).
• Receive incoming supply shipments, verify contents against purchase orders, and put away inventory.
• Maintain inventory of office supplies, shipping materials, and general pharmacy supplies; reorder as needed.
• Assist with general office upkeep, filing, scanning, faxing, and other administrative tasks as assigned.

Basic Qualifications:

• Education: High School Diploma or equivalent GED.
• Minimum 1 year of administrative, clerical, or medical office experience.
• Comfortable operating a multi\-line phone system and triaging calls in a professional manner.
• Proficiency with basic computer applications: email, Microsoft Office/Google Workspace, and data entry systems.
• Valid California driver’s license and reliable personal transportation (required for local deliveries).
• Ability to lift and carry up to 30 lbs (packing, shipping, and receiving duties).
• Strong attention to detail and ability to handle sensitive patient information in compliance with HIPAA.
• Strong verbal and written communication skills.
• Must pass a background check and be subject to random drug testing.

Preferred Qualifications:

Not required, but any of the following are a plus:

• Prior experience in a pharmacy, medical office, clinic, or healthcare setting.
• Familiarity with pharmacy management software (e.g., PioneerRx, BestRx, PK Software).
• Bilingual: English/Spanish
• Knowledge of insurance billing, prior authorization processes, or pharmacy benefit verification.
• Experience with electronic health records (EHR) or pharmacy information systems.

Work Schedule:

Scheduled Hours: Variable (per diem, as needed).

Shift: Day shift, typical pharmacy business hours.

Working Days: Monday through Friday (variable based on need).

Working Hours: Variable.

Location: On\-site – Signal Hill, CA.

This position offers an opportunity to contribute meaningfully to pharmacy operations and patient care through organized, reliable administrative support in a dynamic and growing compounding pharmacy environment.

Job Types: Temp\-to\-hire, Per diem

Pay: $19\.00 \- $24\.00 per hour

License/Certification:

• Pharmacy Technician Certification (Preferred)

Work Location: In person