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.

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Administrative assistant supports Department Chairman, Administrator and Department’s Director. Performs administrative, general secretarial and office duties. Maintains schedule for Chairman and Director of Operations.

DUTIES AND RESPONSIBILITIES:

• Coordinates meetings for Department Chair and other member of the Senior Leadership Team as determined by the Chair.
• Coordinates Chairman’s daily administrative activities with his clinical activities and maintains calendar, allowing flexibility to accommodate demands on a daily basis. Screens appointment requests and telephone communications and set priorities.
• Coordinates faculty evaluations.
• Gathers information for and prepares physician and technical disaster plans and chairman’s organization chart.
• Performs all administrative secretarial duties for Chairman, Administrator and Vice Chairman Clinical Operations.
• Coordinates all travel arrangements for Chairman. Process accounts payable, purchase requests and travel expenses for Chairman.
• Transcribe, edit as necessary, and distribute all academic/professional dictation. Compose routine letters, meeting minutes and memos, compile, compose and/or edit material for Annual Report and ensure completion for submission. Draft other documents at Chairman’s request.
• Recruitment: Contact candidates to arrange interview days, put together itineraries, and coordinate interview day to ensure smooth progression.
• Coordinator for Emergency Medicine Faculty Affairs Committee: Schedule meetings, prepare agenda and supply supporting material. Follow-up to ensure proper documentation received and submit complete appointment/promotion packets to Director of Academic Records.
• JUP Credentialing/Hospital Privileges: Ensure that all documentation is provided to expedite credentialing for all new faculty members and recredentialing of current faculty. Assists in collection and submission of incoming physician credentialing materials.
• Prepares Appointment and Promotion packets for Jefferson and its affiliate, Letters of Reference for external candidates, and award nomination letters.
• Manages Grand Rounds: Travel arrangements for scheduled speakers, market event, coordinate logistics
• Organizes and maintains confidential files for Chairman.
• Maintains employee files within the department, performs timekeeping function.
• Organizes and expedites workflow.
• Performs special projects/duties for Department Chair and other member of the Senior Leadership Team as determined by the Chair.
• Treats all physicians, co-workers and visitors with dignity and respect.
• Performs other duties as required.

EDUCATIONAL REQUIREMENTS AND REGISTRATION OR CERTIFICATION:

• Skill in exercising a high degree of initiative, judgement, discretion and decision making to achieve organizational objectives.
• Skill in analyzing situations accurately and taking effective action.
• Ability to organize and integrate organizational priorities and deadlines.
• Ability to prepare comprehensive reports.
• High School diploma or equivalent.
• Medical terminology/secretarial certification a plus

EXPERIENCE REQUIREMENTS:

• Minimum of five years’ experience in medical or academic office
• Experience involving the use of both word-processing and spreadsheet development including but not limited to:
  • Microsoft Office: Access, Excel, Word, Power Point, Outlook Express

• Strong organizational skills.
• Ability to maintain confidential information.
• Ability to deal with multiple tasks and to be flexible regarding priorities and deadlines.
• Excellent interpersonal and communication skills.