Pharmacy Systems Coordinator

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POSITION SUMMARY:

Under the direction of the Associate Director, CPS, the Pharmacy Systems Coordinator supports the pharmacy systems and workflows used by Data Entry Operations. This role coordinates testing, issue tracking, documentation, and day-to-day system support to help maintain stable, accurate, and compliant operations during system changes, implementations, and ongoing enhancements. The Pharmacy Systems Coordinator partners with Operations, IT, vendor partners, and designated superusers to document issues, validate fixes, support workflow readiness, and communicate system impacts. This is an onsite position based in an assigned pharmacy operations location and may require schedule flexibility to support testing, releases, and operational priorities.

KEY RESPONSIBILITIES:

• Focus: System support, testing coordination, issue documentation, and operational readiness for stable, compliant pharmacy operations
• Provide day-to-day support for pharmacy systems and workflows, serving as a key operational resource for system questions, workflow issues, and follow-up within assigned scope.
• Coordinate release testing and validation for bug fixes, enhancements, and system changes; document results and escalate issues promptly.
• Create, update, and monitor tickets; ensure issues, enhancements, impacts, and resolution status are clearly documented and followed through to closure.
• Maintain working knowledge of system settings, permissions, workflows, and behaviors to identify risks, support readiness, and validate expected outcomes.
• Support operations leaders, pharmacists, and superusers with access coordination, testing preparation, and workflow validation.
• Maintain test scripts, validation notes, release logs, knowledge documents, and trend documentation to support change control and continuity.
• Partner with IT, vendor partners, and operations stakeholders to review defects, communicate production impact, verify corrective actions, and confirm performance after system changes.
• Participate in structured support meetings, including agenda preparation, issue review, meeting notes, and follow-up tracking.
• Assess the operational impact of system changes and workflow updates; escalate risks, gaps, or training needs to leadership.
• Support user acceptance testing, process documentation, and implementation readiness for system changes and workflow updates.
• Monitor recurring system issues that affect workflow, service levels, or accuracy and communicate constraints to appropriate partners.
• Maintain compliance with applicable SOPs, HIPAA/PHI standards, Good Documentation Practices, and internal quality expectations.
• The above duties are meant to be representative of the position and not all-inclusive.

MINIMUM JOB REQUIREMENTS:

• High school diploma or equivalent; 18 years of age or older.
• Two or more years of experience in pharmacy operations, system support, testing/quality support, healthcare operations, or a similar regulated environment.
• Experience documenting issues, validating workflows, and coordinating follow-up across multiple stakeholders using ticketing systems or similar tools.
• Pharmacy technician registration/license in good standing, where required by state law for assigned duties, or ability to obtain and maintain required credentials within established timeframes.
• Ability to work onsite in a regulated environment and follow SOPs, HIPAA/PHI requirements, safety expectations, and Good Documentation Practices; computer skills required.
• Ability to read, write, and speak English and pass required background checks.

PREFERRED EDUCATION AND EXPERIENCE:

• Pharmacy technician registration/license or national certification (PTCB/ExCPT) preferred, where applicable.
• Experience supporting pharmacy systems or similar order-entry or fulfillment applications in a central fill, specialty, mail order, or regulated healthcare environment.
• Experience coordinating user acceptance testing, release testing, validation, or defect tracking for system changes or implementations.
• Familiarity with ticketing and issue tracking platforms.
• Experience partnering with IT, vendors, and operations teams to troubleshoot issues and validate solutions.
• Experience supporting system changes, process documentation, and readiness activities.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong understanding of operational workflows and how system behavior impacts accuracy, workflow, and service performance.
• Strong attention to detail and ability to document test results, issue impacts, follow-up actions, and validation outcomes accurately.
• Ability to read, write, speak, and understand the English language.
• Strong computer proficiency in email, Microsoft Office, shared documents, and web-based systems.
• Strong communication and collaboration skills with staff, pharmacists, leadership, IT, and vendor partners.
• Ability to prioritize multiple issues, tasks, and deadlines in a fast-paced environment.
• Problem-solving skills; able to identify patterns, validate expected behavior, and escalate concerns appropriately.
• Ability to maintain organized testing scripts, support notes, and knowledge documentation.
• Ability to maintain confidentiality and comply with HIPAA/PHI and all applicable policies.
• Flexibility to support testing, validation activities, and urgent operational issues as needed.

PHYSICAL DEMANDS:

• Work performed indoors in an office and pharmacy operations environment with periods of sitting, standing, walking, and computer use.
• Frequent use of hands and fingers for keyboarding, mouse use, and handling documents.
• Ability to move throughout operational areas to observe workflows, support users, and participate in testing activities.
• Ability to occasionally lift and carry up to 20 pounds.
• Sufficient vision and dexterity to review screen details, system data, documentation, and workflow outputs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The expected base pay range for this position is $24–$28hr per year. The actual compensation for the position may vary based on market differences and on factors such as skills, experience, qualifications and can vary based on location and/or work schedule. In addition to base pay, CareTria offers a comprehensive benefits package. Full-Time benefits include access to health, dental, and vision insurance; retirement plan options; paid time off; paid parental leave; employee assistance programs; and other perks. Eligible employees may also have access to performance bonuses.

CareTria is an Equal Opportunity Employer.