Manager Administrative Operations, Pharmacy at Westchester Medical Center – Valhalla, New York

Job Summary: The Manager of administrative operations provides high-level administrative, operational, and project management support to the SVP, Chief Pharmacy Officer and the Pharmacy leadership team. The role integrates advanced executive support (including complex calendar management) with program and project oversight, business plan development, data analysis, vendor and office supply coordination, and the day-to-day administrative operations that enable the department to execute on strategic goals. The incumbent exercises sound judgment, handles confidential information with discretion, and functions with a high degree of autonomy to drive deliverables and maintain operational excellence.

Responsibilities:

Executive Support & Coordination

• Manage the SVP’s complex calendar, including prioritization, sequencing, and proactive resolution of conflicts; prepare daily/weekly briefs and ensure meeting readiness (agendas, materials, pre-reads, follow-ups).

• Coordinate internal and external communications on behalf of the SVP; draft correspondence, minutes, talking points, and presentations; ensure timely action on decisions and deliverables.

• Maintain a forward-looking operating rhythm (leadership huddles, committee cadence, retreats, QBRs) and track action items through completion.

Project & Program Management

• Lead assigned projects end-to-end (scope, plan, timeline, stakeholders, risks, budget, metrics) using appropriate PM tools and methods; escalate barriers and drive issue resolution.

• Develop business plans and proposals for new or expanded services, including market scan, volume assumptions, staffing models, capital/operating budgets, and ROI scenarios.

• Build and maintain project dashboards; track milestones and outcomes; prepare executive updates and post-implementation reviews.

Operations, Office & Vendor Management

• Own office supplies ordering and coordination for the department: maintain standardized supply lists, manage inventory levels, process orders, reconcile invoices, and optimize cost through approved vendors.

• Coordinate vendor engagements (e.g., couriers, print services, equipment service): ensure contract compliance, service levels, and timely renewals in collaboration with Supply Chain/Procurement.

• Maintain document control, shared repositories, and versioning for policies, procedures, and project artifacts; streamline administrative workflows for efficiency and quality.

Data, Analytics & Reporting

• Collect, validate, and analyze operational, financial, and quality data; translate insights into executive-ready reports, dashboards, and recommendations.

• Prepare monthly/quarterly performance packs (KPIs, trends, staffing/productivity, variance analyses) and support regulatory/quality reporting as needed.

HR/Staffing & Compliance Support

• Support staffing coordination, position control documentation, and onboarding logistics; maintain competency, education, and mandatory training tracking.

• Prepare and analyze payroll-adjacent reports (e.g., overtime, absenteeism, orientation hours, punctuality) and partner with HR/Finance to address trends.

Meeting, Committee & Stakeholder Management

• Plan and orchestrate leadership meetings, workgroups, and cross-functional sessions; develop agendas, compile materials, capture minutes, and manage follow-up tasks.

• Serve as a liaison with clinical/operational stakeholders, IT, Finance, HR, and external partners to ensure alignment and timely execution.

Systems, Tools & Continuous Improvement

• Troubleshoot basic system issues, coordinate with IT on access/permissions, and promote effective adoption of collaboration and analytics tools.

• Identify process gaps, map workflows, and implement improvements that enhance throughput, reduce cycle time, and strengthen data integrity.score: N/A

Qualifications/Requirements:

Experience: 5+ years of progressively responsible administrative/project coordination experience supporting senior leadership in healthcare, hospital operations, or a comparable complex setting.

• Demonstrated success managing executive calendars, high-stakes meetings, and multi-stakeholder projects with measurable outcomes.

Education: Associate’s degree required; Bachelor’s degree strongly preferred (Health Administration, Business, Public Health, or related field)..

Licenses / Certifications: Not required. Project Management training/certification (e.g., CAPM/PMP/Lean) preferred.

Skills & Competencies:

• Exceptional verbal and written communication; executive presence and discretion with sensitive information.

• Advanced proficiency with Microsoft Excel, PowerPoint, Word, SharePoint/Teams, and data visualization/reporting tools.

• Strong analytical, financial acumen, and business planning capability; ability to build models and synthesize insights.

• Organization, prioritization, and follow-through in a fast-paced, deadline-driven environment; rigorous attention to detail.