Position Summary
The Facility Administrator provides comprehensive operational and administrative leadership for a VA Centralized Mail Order Pharmacy (CMOP), overseeing day and night shift operations, regulatory compliance, workforce management, and logistics support within a high-volume prescription fulfillment environment. This position reports directly to the overall contract Program Manager.
This role directly supervises approximately 10 Team Lead positions per shift and oversees approximately 160 personnel per shift (320+ total staff), including subcontractor personnel, supporting daily production volumes exceeding 110,000 prescriptions. There are two Facility Administrators – one per shift. Each Facility Administrator ensures safe, efficient, and compliant execution of CMOP operations and maintains strict adherence to all administrative, regulatory, and contractual requirements.
The Facility Administrator partners closely with the Program Manager and VA CMOP leadership, including the CMOP Director and Contracting Officer’s Representatives (CORs), as well as pharmacists, pharmacy technicians, shippers and packers, and administrative staff, to achieve operational excellence, workforce effectiveness, and continuous process improvement in compliance with federal, state, VA, and Joint Commission standards.
Essential Duties and Responsibilities
Leadership and Oversight
- Directly supervises, mentors, and evaluates approximately 10 Team Lead positions per shift across Pharmacist, Certified Pharmacy Technicians, and Shippers and Packers, in alignment with contract documents and task orders
- Establishes and supports operational goals, performance standards, and continuous improvement initiatives consistent with VA CMOP requirements and contract deliverables
- Interprets, enforces, and ensures consistent application of VA directives, contract requirements, and assists in the development and compliance of company policies to maintain safe, compliant, and efficient operations
- Promotes a culture of accountability, safety, regulatory compliance, teamwork, integrity, and mission alignment across all shifts
CMOP Operations
- Leads facility operations supporting prescription fulfillment, packaging, warehousing, automation, and distribution in a high-volume mail order pharmacy environment
- Ensures workflow efficiency, inventory control, automation utilization, secure medication storage, and adherence to production timelines
- Coordinates with VA CMOP leadership regarding facility layout, material handling systems, staffing models, and operational support needs
Compliance, Risk and Administrative Management
- Ensures compliance with VA-affiliated pharmacy regulations, workplace safety standards, facility requirements, and Joint Commission accreditation standards
- Conducts beginning- and end-of-shift attendance accountability by workstation and individual; ensures complete, accurate attendance documentation is submitted to the Government in accordance with daily VA CMOP requirements
- Builds and submits monthly staffing schedules to VA leadership, ensuring mission continuity and operational readiness
- Manages all shift-level administrative operations, including attendance tracking, report generation, and coordination of corrective or disciplinary actions in partnership with Human Resources and in compliance with company and VA policies and labor requirements
- Responds to, documents, and submits reports of all safety incidents, hazards, and near-miss events through designated VA reporting systems using required forms and timelines in accordance with OSHA, VA, and Joint Commission standards
- Maintains all Joint Commission files and associated documentation and accreditation-related files and ensures immediate availability, accuracy, and audit readiness when requested by the Government
Workforce Management and Staffing
- Manages leave requests and scheduling to support mission requirements while maintaining a minimum of 97% workforce availability across all shifts
- Collaborates with Operations, Human Resources, and Finance to support recruitment, interviewing, onboarding, and staffing actions for CMOP personnel
- Ensures employee compliance with all company policies, VA requirements, and contractual obligations; addresses and documents non-compliance appropriately
- Mentors team members as required, leveraging subject-matter expertise to strengthen leadership capacity and workforce performance
Collaboration and Performance Management
- Prepares for and participates in weekly Contracting Officer’s Representative (COR) meetings in coordination with the Program Manager, addressing performance metrics, staffing levels, compliance issues, risks, and corrective actions
- Monitors and analyzes key performance indicators related to safety, compliance, productivity, quality, and service delivery
- Applies Lean Six Sigma and project management principles to improve throughput, quality, efficiency, and workforce utilization
- Develops and recommends monetary and non-monetary incentive programs aligned with VA CMOP performance goals and mission-critical outcomes
- Advises VA leadership on process improvement opportunities related to workflow efficiency, staffing optimization, quality assurance, and regulatory compliance, as requested by the Government
Facility, Security and Subcontract Oversight
- Monitors government-managed facility conditions and maintenance issues; reports deficiencies to VA leadership through appropriate channels
- Tracks contracts, amendments, service agreements, and meeting documentation relevant to CMOP operations
- Assesses subcontractor performance and identifies operational or administrative issues through established reporting and escalation pathways
- Tracks, monitors, and supports Personal Identity Verification (PIV) card issuance, renewals, and access issues to ensure uninterrupted facility access and security compliance
Inspections and On-Site Presence
- Conducts multiple daily routine and unscheduled inspections across all shifts, including nights, weekends, and holidays as required
- Ensures consistent implementation of policies, procedures, and operational standards across all CMOP operations
Minimum Qualifications
Education
- Associate’s degree or higher in Pharmacy Administration, Health Administration, Business, Operations, Supply Chain, Industrial Engineering, or a related field; equivalent experience may substitute
Experience
- Minimum of five (5) years of progressive leadership experience in operational environments
- Experience overseeing high-volume fulfillment or distribution operations (preferred)
- Demonstrated success managing teams of 30 or more personnel
- VA, government, or pharmacy operations experience preferred
Licenses and Certifications
- Lean Six Sigma Green Belt or higher (required); Project Management Professional (PMP) may substitute
Skills and Competencies
- Leadership, administration, and workforce management in regulated environments
- Operational excellence in compliance-driven settings
- Strong analytical, communication, and organizational skills
- Ability to lead, motivate, and develop large, diverse teams