"Controlled Substance Compliance Coordinator"

Job Description Summary

The Controlled Substance Coordinator is a hybrid role combining pharmacy or inventory technician duties with specialized compliance oversight. The role is split evenly between hands-on technician responsibilities (medication preparation, inventory management, and team coverage) and controlled substance compliance, including audits, reporting, discrepancy resolution, and inventory oversight. The coordinator partners closely with clinical teams to prevent diversion, ensure regulatory compliance, analyze trends, and coach staff on best practices, thereby supporting patient safety, accountability, and continuous improvement.

Job Description

The Controlled Substance Coordinator is a hybrid role that combines pharmacy or inventory technician responsibilities with specialized compliance oversight. Approximately 50% of the time is dedicated to performing core technician duties such as medication preparation, inventory management, and team-based coverage. The remaining 50% focuses on controlled substance compliance-leading efforts to ensure accurate controlled substance management through audits, reporting, and inventory oversight, while partnering with clinical teams to prevent diversion and maintain regulatory excellence. In this capacity, the coordinator oversees documentation of discrepancies and resolutions, utilizes data analytics to monitor and detect trends, and coaches staff on best practices-all while supporting a culture of accountability and continuous improvement. Ideal candidates are detail-oriented, passionate about compliance, and thrive in a collaborative setting, with the opportunity to make a meaningful impact on patient safety and organizational integrity.

Key Responsibilities

1. Auditing & Reporting

• Generate and review reports from Hospital and Pharmacy Reporting SOPs. Provide follow-up and documentation of resolution for all reports.
• Complete monthly audits of pharmacy vendor invoices against ordering and receiving records; document and resolve discrepancies.
• Perform weekly reviews of departmental discrepancies; follow up on incomplete or inappropriate resolutions.
• Conduct random and for-cause audits, including Omnicell cycle counts and direct observation using standardized rubrics.
• Complete weekly anesthesia CS usage audit and follow up with supervisor on discrepancy resolution
• Document and compile audit results for internal stakeholder review.
• Implement additional scheduled reporting as needed to effectively monitor controlled substance usage throughout the hospital.
• Oversee the bi-annual controlled substance inventory.

2. Compliance & Investigation

• Assist pharmacists in investigating and reporting controlled substance discrepancies.
• Assists in completing DEA 106 forms for pharmacist review prior to filing
• Provides all necessary reporting to assist in an investigation.
• Review and complete outcomes of findings for all unexplainable loss forms submitted by department supervisors.
• Elevate repeated minor infractions and major violations to appropriate supervisors (e.g., Pharmacy or Nursing Director, Section Chief).
• Stay current on federal, state, and local laws governing controlled substances in veterinary settings.
• Collaborate with IT to maintain appropriate Omnicell access for clinicians and students.

3. Education & Coaching

• Provide coaching and action-oriented feedback to all departments, including pharmacy staff.
• Offer positive reinforcement for accurate recordkeeping and leverage successes for training.
• Manage assignment and tracking of PennVet's mandatory Diversion Awareness course; escalate training gaps to the appropriate supervisor.

4. Committee & Collaboration

• Serve as a member of the Diversion Prevention Committee, contributing to policy development and real-time discussions on drug handling and diversion prevention.
• Maintain the Controlled Substance Management Dashboard.
• Collaborate with clinical teams to identify trends and recommend long-term corrective actions.

5. Veterinary Medication Support Specialist Duties

• Proficient in all Veterinary Medication Support Specialist A duties or Veterinary Inventory Assistant duties, depending on assigned area.
• Participate in team-based coverage within the pharmacy/inventory team.

QUALIFICATIONS

Ideal candidates are detail-oriented, passionate about compliance, and thrive in collaborative settings, with the opportunity to make a meaningful impact on patient safety and organizational integrity. The following qualifications are required:

• 3-5 years of Pharmacy Technician or Inventory experience in a retail, hospital, or LTC setting or equivalent combination of education and experience.
• PTCB certification, either current or achieved within 1 year of hire
• PTCB Diversion Prevention Certificate achieved within 1 year of hire if PTCB certification current upon hire or within 1 year of achieving PTCB certification if PTCB certification is achieved post-hire
• Bachelor of Science or Arts and three years of pharmaceutical or controlled substance handling experience.
• Must be organized and highly motivated to complete all tasks within a defined time limit.
• Must be able to work collaboratively in a fast-paced, demanding environment, handling multiple tasks with competing deadlines, while paying close attention to details.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Veterinary Medicine

Pay Range

$55,000.00 - $58,000.00 Annual Rate