Job Details

Controlled Substance Compliance Coordinator

Position Number: 6892117
Location: Philadelphia, PA
Position Type: Health - Healthcare Administration

Controlled Substance Compliance Coordinator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Controlled Substance Compliance Coordinator

Job Profile Title
Coordinator B

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
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Ryan-Veterinary-Hospital/Controlled-Substance-Compliance-Coordinator_JR00115970-1