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JOB DESCRIPTION

Pharmacy Operations Administrator

Artisan Compounding Pharmacy | Tustin, CA

Position Type

Part-time to full-time

Starting Schedule

20-30 hours/week initially, then into full-time

Schedule

Monday-Friday, 8-hour shifts; occasional Saturdays as weekend operations begin

Location

Tustin / Orange County, CA

Compensation

$26-$33/hour, depending on experience and qualifications

Reports To

Pharmacist-in-Charge

Start Date

Immediately

About the Role

Artisan Compounding Pharmacy is a boutique, pharmacist-led compounding pharmacy opening in Tustin, California. We focus on personalized compounded medications and wellness support across hormone therapy, dermatology, hair loss, women's health, weight management, pediatrics, and veterinary compounding.

We are seeking a polished, highly organized, and proactive administrator to help build the behind-the-scenes foundation of the pharmacy before and after opening. This early team member will support provider outreach, operational setup, patient experience, vendor coordination, documentation, and follow-up systems.

This is not a clinical role. The Administrator will not provide medical advice, treatment recommendations, dosing guidance, lab interpretation, or patient-specific therapy answers. All clinical or medication-related matters must be escalated to the pharmacist.

Key Responsibilities

Provider Outreach & Relationship Support

·   Research doctors, clinics, med spas, veterinary offices, and specialty providers around Tustin, Irvine, Orange County, and nearby areas.

·   Build and maintain a provider database with contact information, specialties, outreach notes, follow-up dates, and next steps.

·   Send approved introduction emails, call offices to identify the correct contact person, and track all outreach activity.

·   Prepare provider packets, coordinate mailings or drop-offs, follow up with offices, and help schedule calls, visits, or lunch-and-learns for the owner or pharmacist.

Pharmacy Operations & Administrative Support

·   Assist with pre-opening tasks, vendor setup, equipment lists, purchasing documents, licenses, permits, insurance, deadlines, and startup checklists.

·   Maintain organized digital folders, spreadsheets, trackers, forms, SOP support materials, intake forms, refill workflows, phone scripts, and internal checklists.

·   Collect vendor quotes, compare pricing and lead times, track orders, organize invoices, receipts, W-9s, warranties, and service contracts.

Front Desk, Retail & Patient Experience

·   Greet patients warmly, answer phones, triage calls appropriately, receive prescription drop-offs, and route clinical questions to the pharmacist.

·   Schedule and confirm consultations, process pickup transactions, operate the POS system, and support a polished concierge-level patient experience.

·   Merchandise the retail floor, restock products, maintain testers and sample stations, update SKU pricing, and support administrative Fullscript tasks as directed.

Bookkeeping, Marketing & Community Support

·   Send weekly receipt packets to the bookkeeping firm, support transaction categorization, process vendor invoices, maintain petty cash records, and track gift program spending.

·   Support approved marketing materials, mailing lists, provider handouts, Google Business Profile updates, email newsletter coordination, and local community/event research.

·   Prepare a simple weekly report summarizing outreach progress, open opportunities, pending tasks, vendor updates, and recommended next steps.

Ideal Candidate

·   Exceptionally detail-oriented, organized, process-driven, and strong at follow-up.

·   Professional on the phone, by email, and in person; comfortable speaking with doctor offices, vendors, patients, and medical office staff.

·   Able to work independently, manage many moving pieces, maintain discretion, and keep tasks from falling through the cracks.

·   Interested in healthcare, wellness, pharmacy, women's health, boutique medical services, or veterinary care.

Qualifications

Required

·  Prior administrative, healthcare, pharmacy, medical office, sales support, or customer service experience.

·  Strong written and verbal communication skills.

·  Comfort using Google Sheets, Excel, Google Drive, Gmail, online research tools, and basic CRM-style tracking.

·  Ability to make professional phone calls, manage deadlines, maintain confidentiality, and learn pharmacy operations.

Preferred

·  Experience in a pharmacy, doctor's office, med spa, wellness clinic, healthcare setting, or provider outreach role.

·  Familiarity with HIPAA or healthcare privacy requirements.

·  Experience with referral coordination, sales support, business development, or CRM systems.

·  Bilingual ability in Korean, Vietnamese, Mandarin, or Cantonese; strong English required.

Compensation & Benefits

·   Base pay: $26-$33/hour, depending on experience and qualifications.

·   Schedule: Part-time to start, then into full-time when pharmacy opens

·   Performance bonus may be considered based on administrative performance, organization, outreach activity, project completion, and quality of follow-up. Bonuses will not be based on prescription volume, patient referrals, or revenue from any prescriber or clinic.

·   Benefits may include employee discount, health insurance, and paid time off, subject to employment status, schedule, and eligibility.

What Success Looks Like in the First 30-60 Days

·   Build a strong database of local prescribers, clinics, and healthcare offices.

·   Create a clear provider outreach and follow-up system with regular weekly reporting.

·   Organize key pre-opening documents, vendor records, deadlines, and task lists.

·   Help the owner and pharmacist stay focused by taking ownership of important behind-the-scenes administrative work.

How to Apply

Please send your resume and a short note explaining why you are interested in working with a boutique compounding pharmacy.

Subject line: Pharmacy Operations Administrator Application

Candidates with healthcare, pharmacy, medical office, provider outreach, sales support, or strong administrative experience are encouraged to apply.