Pharmacy Administration Coordinator

Pharmacy Administration Coordinator

Administrative Office - Tigard, OR

Overview

Salary Range $22.33 - $29.05 Level Entry Position Type Full Time Job Shift Day Education Level High School Diploma or Equivalent Category Nonprofit - Social Services

Description

Who We Are:

Neighborhood Health Center is a non-profit organization local to Portland, OR serving underserved patients in the areas of primary care, internal medicine, dental services and more. Our patient-centered approach to care honors the unique needs and circumstances of each individual patient. NHC sees people, not problems, and recognizes that the time spent as a patient in a doctors office is only one factor in a persons overall health. Our leading edge, integrated clinical teams work in partnership with patients, their families, and the communities we serve to provide whole-person care, prevention, and ongoing support.

NHC is an Equal Opportunity Employer. We celebrate differences in the workplace and do not discriminate in employment opportunities or practices on the basis of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, disability, genetic information or any other characteristic protected by law.

Why work with us?

• We are a non-profit organization, passionate about providing the underserved population with medical and dental services across the greater Portland area, committed to making a difference daily.
• We offer our employees a competitive compensation and benefits package which includes 20 days of PTO (based on full time employment), 9 paid holidays, health/dental/vision insurance, quarterly wellness reimbursements, generous 401k retirement plan with employer match, employer paid disability insurance, EAP and life insurance.
• Our employees voted NHC a Top Workplace in 2020, 2021, 2022, 2023, 2024 and 2025!

Job Title: Pharmacy Administration Coordinator - Department: Pharmacy

Reports To: 340B Pharmacy Manager - Work Type: Hybrid

Classification: Non-Exempt - Language Differential: Ineligible

SUMMARY

The Pharmacy Administration Coordinator provides primary administrative support for pharmacy prior authorization workflows, ensuring timely processing, accurate documentation, and effective communication with pharmacies, patients, and insurance payors. The role focuses heavily on managing high volume prior authorization requests, tracking cases, and supporting approval rate goals while preventing backlogs.

Additionally, the coordinator supports the 320B Pharmacy Manager with reporting, compliance, inventory, and audit-readiness tasks. This position requires strong attention to detail, healthcare administrative experience, and the ability to manage competing priorities in a fast-paced environment.

Essential Job Duties

Prior Authorization Support (80%)

• Index all incoming pharmacy faxes in OnBase and route documents to the PA In-Basket accurately and in a timely manner.
• Triage PA In-Basket items to distinguish new authorization requests from duplicate submissions.
• Close completed or duplicate requests and create electronic encounters for new PA cases.
• Support outbound communication with pharmacies, patients, and insurance payers regarding PA approvals, denials, and follow-up requirements.
• Follow up with insurance carriers within 2 business days for urgent PA requests and within 5 business days for routine medication requests.
• Provide coverage during PTO, leave, and high-volume periods to prevent backlog accumulation.
• Assist in maintaining pending PA case counts.
• Support documentation and tracking efforts to sustain a PA approval rate of 64% or higher.

340B Program Support (20%)

• Run and organize monthly Walgreens and Wellpartner reports for 340B tracking and reconciliation.
• Prepare contract pharmacy claims files for submission to 340B ESP in accordance with program deadlines.
• Generate monthly purchasing and inventory reports to support program accuracy and audit readiness.
• Support purchase order (PO) creation for clinic locations based on PAR level requirements.
• Assist with medication recalls, E-kit restocking, and routine inventory checks.
• Maintain audit-ready documentation at all times in compliance with 340B program requirements.
• Complete all monthly reports by deadlines set by the 340B Pharmacy Manager.

Qualifications

Education and/or Experience

• High school diploma or equivalent; associate degree preferred.
• Minimum 1–2 years of healthcare administrative experience, preferably in a pharmacy, clinical, or insurance-related setting.
• Demonstrated experience with Epic.
• Strong attention to detail and accuracy when processing high volumes of transactions
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Effective written and verbal communication skills for patient and provider-facing correspondence.
• Ability to manage competing priorities and maintain performance under volume pressure.

Preferred

• Experience with prior authorization processes, insurance verification, or pharmacy benefit management.
• Familiarity with OnBase or similar document indexing platforms.
• Knowledge of 340B drug pricing program operations, including ESP submission and contract pharmacy reporting.
• Prior experience in a federally qualified health center (FQHC), community health center, or safety-net pharmacy environment.
• Experience with pharmacy information systems or practice management software.

Knowledge, Skills, Abilities & Behaviors

• Highly punctual and dependable.
• High level of accuracy and attention to detail.
• Ability to maintain discretion with sensitive or confidential information.
• Must have excellent organizational skills.
• Ability to work under direction of multiple people.
• Intermediate or higher proficiency of MS Office Suite (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat.
• Ability to effectively manage multiple tasks, sometimes with conflicting deadlines.
• Ability to work independently and within a team setting.
• Familiarity with video conferencing applications and software.
• Excellent grammar, spelling, and proofreading skills.
• Excellent written and verbal communication skills.
• Ability to work flexible hours occasionally as needed.

WORKING CONDITIONS

• Regularly sit while working on the computer; use hands and fingers to handle, control or feel objects tools or controls; repeat the same movements when entering data; ability to differentiate between colors, shades, and brightness; read from a computer screen for extended periods of time.
• Frequently stand and walk around the office to gather supplies, required to do filing, use office equipment, or collaborate with employees.
• Occasionally stand, stoop and lift or move objects, equipment and supplies weighing approximately 20-25 pounds up to 40-50 pounds.
• The noise level in the work environment is usually moderate.

Neighborhood Health Center Employment Offers are contingent on successful completion of reference checks, background & driver's checks, drug screening for illegal substances, Tuberculosis, and any position specific credentialing or licensure requirements.