Care | Prevent | Educate | Engage

Pharmacy/CS Administrative Assistant

DEPARTMENT:  Client Services           

REPORTS TO: Client Services Pilot Programs Manager   




  • Current FTE: 0.5 or 20 hr/ wk
  • Salary range: $14/hr
  • 403B for all employees after 6 months
  • This position is hourly & non-exempt, i.e. subject to state and federal wage and overtime requirements



The position assists the pharmacy team in maintaining client records, data entry, and scheduling of appointments, administration of tele-health equipment and general program coordination.  This position communicates directly with clients to enroll, schedule and graduate them from the program.  This position is also responsible for completing daily tasks assigned by managers, keeping ongoing assignments updated, and recognizing the need for further assistance in the Client Services Program.



  • Receive and respond to referral requests
  • Maintain up-to-date HIV knowledge; provide HIV education to clients
  • Compile, mail and track client enrollment paperwork
  • Obtain Authorization for Release of Information between HIVA and Medical Provider
  • Track tablets, receive, store, issue and keep tracking tool updated
  • Maintain gmail accounts and passwords using tracking spreadsheet
  • Manage client files
  • Schedule visits with pharmacist
  • Assist pharmacist in data entry
  • Maintain spreadsheets to track CD4/VL, # of pharmacy visits
  • Issue and track the Satisfaction Pre/Post Questionnaire and Knowledge Quiz
  • Maintain up-to-date and accurate client records
  • Participate in required training
  • Report issues with equipment to HIV Alliance
  • Participate in necessary meetings
  • Assisting with client support groups as needed
  • Maintain up to date brochures
  • Completing and dispatching large mailings to clients regarding events, gatherings, general information, etc.
  • Comply with all applicable standards, guidelines, laws & administrative rules
  • Other duties as defined by Director and Ryan White Principles and Standards



  • Ability to schedule for several staff members, both on site and off site
  • Ability to communicate effectively verbally and written with client, staff and partners
  • Excellent problem solving and organizational skills
  • Experience with chart notes, file maintenance
  • Experience with data entry and data quality
  • Computer skills, including Excel, Word,
  • Good follow through and task management skills
  • Ability to multitask
  • Ability to work in busy and dynamic environment
  • Ability to work with diverse populations
  • TB test (provided at agency)
  • Flexible hours required, including some evenings and weekends
  • Ability to pass agency criminal background check and drug screen


TO APPLY: Please download application. Then, send PDF application, cover letter and resume to Brittney Wright at

Only complete applications including employment application, resume and cover letter will be considered.

Position open until filled.

Thank you!

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