PRIMARY FUNCTION:

This position will provide full administrative support in the office of the Chair, as well as for faculty members. . Works closely with the Administrative Assistant and others to coordinate meetings and other executive activities for the Chair. This position is the point person for all provider recruitment, enrollment and separation process. Works with the administrative support staff to ensure appointments, credentialing, and other related issues are satisfied timely and efficiently. Reporting to the Chairman and Administrator of the Department, this position provides staff support to the Chairman and Administrator

CORE FUNCTIONS AND COMPETENCIES:

• Demonstrate the ability to set goals, assign priorities, anticipate problems, establish limits, schedules and use time effectively. Complete responsibilities within set deadlines.
• Act as a frontline person in dealing with routine needs of departmental faculty, staff, students and guests in a professional and effective manner.
• Schedule appointments, make domestic and international travel arrangements and maintain expenditures for reimbursement;
• Prepare correspondence, requests for payment and purchase requests. Answer routine correspondence not requiring supervisor’s attention.
• Answer phones, order office supplies, filing and faxing as well as completing and submitting all business office forms;
• Coordinate meetings for faculty candidates and visitors to the department, including, as necessary, travel arrangements, meetings, hotel reservations and processing expense reimbursements;
• Schedule annual Faculty evaluations;
• Coordinate Healthstream mandatory education units and verify completion of all listed units for all faculty and employees;
• Record and transcribe minutes at monthly Faculty meetings;
• Maintain multiple projects and assignments in an organized and retrievable manner;
• Work without close supervision and work well under pressure, pay close attention to detail. Must have excellent oral and written communication skills; Demonstrated computer proficiency including MS Office (Outlook, Word, Excel and PowerPoint);
• Demonstrate commitment to our core values of excellence and innovation, integrity and respect, teamwork and communication;
• Know policies and procedures applicable to assigned duties. Uses sound judgment and is aware of potential hazards before taking action. Promptly report errors/events or situations of actual or potential harm. Understand emergency procedures and can demonstrate appropriate response.

OTHER FUNCTIONS AND COMPETENCIES needed in addition to Essential Functions:

• Project management, technology and interpersonal skills these skills are necessary so that the Assistant can deal with the ever-changing marketplace.
• Fearlessness and honesty a good assistant can be a great sounding board and a barometer of what’s going on in the company.
• Intuition a good Assistant must be able to stay one step ahead and learn to anticipate the next question.
• Insightfulness Assistants must anticipate the needs of the person they are supporting to facilitate that individual’s workflow.
• Spirit and confidence the most impactful Assistants are those who are not intimidated by titles or rank and have no fear of asking questions.
• Professionalism and compassion assistant represent their manager.

EDUCATIONAL/TRAINING REQUIREMENTS:

• High school graduate or equivalent.
• Graduate of Secretarial/Business School or some college preferred.
• Ability to read, write, speak, understand and communicate in English.

EXPERIENCE REQUIREMENTS:

• At least 5 years experience at the Administrative Assistant level.
• Ability to read, write, speak, understand and communicate in English.
• Demonstrated proficiency in Microsoft Office (Outlook Express, Word, Excel, PowerPoint).
• Excellent interpersonal communication skills with proven ability to interact effectively with recognition of discretion, diplomacy and confidentiality.
• At least 5 years experience at the Administrative Assistant level.
• Thorough understanding of Department, College and University operations and procedures.

TYPE OF EQUIPMENT USED

• Copiers
• Fax
• Computer
• Shredder

ADDITIONAL INFORMATION:

Must be able to work independently and meet critical deadlines. Ability to work cooperatively with diverse set of constituencies is essential; Strong interpersonal skills; attention to detail; ability to self-manage in a dynamic environment; Ability to set priorities; strong language skills; ability to learn quickly; ability to work as a member of a team; excellent written and verbal skills; Computational skills necessary to perform above referenced responsibilities.

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.