Dispensary Coordinator

The purpose of the Dispensary Coordinator is to manage and oversee the procurement, inventory, and distribution of medications necessary to care for our patients. Given a small staff and diverse range of tasks, all staff members are expected to have exceptional team work skills. Thus this job description serves as a guide on job duties and must remain flexible to respond to the needs of the Chippewa Valley Free Clinic (CVFC).

This is a part-time, hourly position at 15 hours per week with limited flexibility. Scheduled work days are Monday (12-3pm), Tuesday (3 – 8:30pm), and every other Thursday (9am-2pm) during clinic service hours. Additional administrative hours are flexible. The Dispensary Coordinator reports directly to the Clinic Director, and helps manage the responsibilities of the Patient Assistance Program (PAP), pharmacy technicians and pharmacists.



  • Create weekly pharmacy order based on clinic needs and account for items upon arrival.
  • Coordinate/submit/track Patient Assistance Program (PAP) from application to disbursement to refill.
  • Communicate with patients to obtain necessary documentation for PAP applications.
  • Order diabetic and other medical supplies as needed.
  • Maintain adequate supply of sample medications through contacts with pharmaceutical representatives.

Inventory Management

  • Communicate with professional staff regarding medication needs.
  • Track overall medication use, including the use of prescriptions.
  • Maintain accurate records including but not limited to: medication pricing data, medication
    room inventory, generic medication orders and receivables, etc.
  • Support and maintain a current medication formulary in coordination with Clinic Director.
  • Maintain a clean, organized, efficient medication room.
  • Audit invoices from medication‐related vendors.
  • Review patient charts and medication orders for possible PAP opportunities.
  • Properly dispose of outdated medications.
  • Generate monthly and year end reports


  • Oversee the medication program during clinic operations. This includes serving as a gatekeeper for our medications, supervision of medication room volunteers, and delivery of ordered medications to medical staff.
  • Discuss medication usage with Executive Director, Clinic Director, and Medical Director on an ongoing basis. Prepare reports to leadership team as requested.


  • Ability to organize and prioritize (keep forms, reports, refills, etc. up to date).
  • Self‐directed individual, needing minimal supervision.
  • Medical knowledge and/or college degree is helpful, but not necessary.
  • Excellent ability to handle multiple tasks at one time.
  • Excellent communication, interpersonal.
  • Ability to lead patients, volunteers, and staff.
  • Budget consciousness.
  • Advanced computer skills including: internet, email, databases, EMR, and spreadsheets
  • Position requires background check and drug screening.
  • Pharmacy Technician Certification or Registered Nurse license.