PRIMARY FUNCTION:

Perform administrative duties as they relate to the Office of Faculty Affairs and the initiatives from that office including calendar management, assistance with meeting and program coordination, conference room scheduling, office supply inventory management/ordering, and taking meeting minutes. Must be detailed oriented and able to handle confidential information in a professional matter. Must be able to work in a fast-paced environment and be able to work on multiple projects similtaionusly.

ESSENTIAL FUNCTIONS:

• Provide administrative support to Office of Faculty Affairs.
• Schedule and coordinate meetings, make conference room reservations and take/transcribe meeting minutes as requested.
• Assist with New Faculty Orientation and Faculty Development Workshops, to include: keeping track of attendance and attendance lists for programs; communicating with presenters and confirming attendance; ordering food; sending email reminders; communicating with speakers; ordering AV; copying materials; and assisting at programs/workshops as requested.
• Assists with TJU Awards Programs, to include: sending email reminders; collecting and reviewing packets to make sure they are complete; scheduling meetings; following up with award recipients, departments, colleges and outside vendors to obtain and track needed information; and assisting at program events as requested.

Interact with co-workers, visitors, and other staff consistent with the values of Jefferson.

OTHER FUNCTIONS AND COMPETENCIES:

• Process appropriate paperwork for reimbursements, requests for payments, Concur.
• Maintain and track incoming/outgoing mail, paperwork and signature requests.
• Order office and copier supplies.
• Pick up and deliver paperwork as needed.
• Assist with phone call volume for the Office of Faculty Affairs.
• Other duties as assigned to ensure smooth and efficient operations of the office.

EDUCATIONAL/TRAINING REQUIREMENTS:

Education includes High School Diploma or GED

Associates or Bachelor’s preferred

EXPERIENCE REQUIREMENTS:

Previous administrative assistant experience in an academic/executive setting.

ADDITIONAL INFORMATION:

Experience with Microsoft Office, Adobe Products, Canvas, Zoom

Must be able to effectively muli-task in a fast-paced environment and be able to work on multiple projects simlitaniously.

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.