Operations Specialist
Under the supervision of the Director of Operations, supports daily operational functions across healthcare sites with a primary focus on mail and package pickup, secure pharmacy deliveries, and facility inventory management. This role plays a critical part in supporting patient care operations by ensuring essential supplies, documents, and medications are distributed accurately, timely, and in accordance with healthcare regulatory standards.
This role will also assist the needs of multiple departments such as Operations, Finance, and Clinical, and is responsible for related duties including, but not limited to, ESSENTIAL FUNCTIONS: ESSENTIAL FUNCTIONS
- Perform daily internal and external mail, courier, and package pickup, sorting, and distribution across healthcare departments.
- Coordinate pharmacy deliveries including secure handling, chain-of-custody verification, delivery documentation, and timely handoff to authorized personnel.
- Adhere to HIPAA, patient confidentiality, and medication handling protocols at all times.
- Maintain inventory of operational, medical, and facility supplies including PPE, janitorial products, office materials, and minor medical items.
- Conduct routine supply counts, monitor par levels, and initiate replenishment requests to avoid shortages that may impact clinical operations.
- Maintain stockrooms and storage areas to ensure organization, cleanliness, and compliance with infection control and safety standards.
- Support coordination with vendors regarding supply orders, deliveries, restocks, returns, and back orders.
- Assist in tracking equipment and materials assigned to clinical and administrative departments.
- Provide regular reports and updates on inventory status, pharmacy delivery volumes, and operational activity to management.
- Collaborate with Nursing, Pharmacy, Security, Facilities, and Administrative Departments to ensure seamless operational support.
- Comply with healthcare-specific safety standards, including OSHA, infection control procedures, and chain-of-custody guidelines.
- Assist with cross-site operational logistics and special projects as assigned.
Minimum Requirements:
- Prior experience in operations, logistics, supply management, or warehouse support preferred.
- Strong organizational skills with attention to detail.
- Ability to lift, move, and transport packages and materials (typically 20–50 lbs depending on environment).
- Comfortable working across multiple departments and communicating professionally with staff and vendors.
- Ability to follow chain-of-custody and documentation protocols.
- Reliable, punctual, and able to manage routine tasks with consistency and accuracy.
- Valid driver’s license.
- High School diploma or equivalent required; additional training or trade certification preferred.
- Prior courier experience within the medical field, preferred
- Strong communications skills – written, verbal, and listening.
- Ability to establish and maintain effective working relationships.
- A valid motor vehicle license with a good driving record.
- Possess a good sense of direction.
- Ability to lift and carry at least 50 pounds, road warrior, sit for long periods of time, use hands to push or pull, reach, walk and climb stairs.
- High energy and enthusiasm, positive, “can-do” attitude with a high degree of initiative
- Excellent customer service skills
- Must be able to work in a team and collaborative environment
- Understanding of federal HIPPA rules and ability to maintain patient confidentiality
- Ability and willingness to perform duties with purpose and strong sense of urgency
- Ability to organize and prioritize tasks/projects
- Familiarity with State and Federal pharmacy laws and regulations
- Knowledge of brand and generic drug names
- High attention to detail
- Must be proficient in basic math skills
- Must be capable of operating cash register
- Demonstrated ability to use Microsoft Office applications, including Microsoft Word, Outlook, and Excel
This position requires the manual dexterity sufficient to operate mobile devices and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.
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