The Administrative Assistant I will mainly provide support to the administrator, some faculty and other department members. We're looking for the incumbent to have experience in an executive position – handling multiple calendars and schedules is a must. Previous experience in faculty appointments and promotions is highly preferred. The candidate should have timekeeping experience, ideally in MyTime. Previous experience in provider scheduling systems like Qgenda is highly preferred. Confidentiality, detail-oriented and someone who is highly motivated is ideal.

PRIMARY FUNCTION: Acts as departmental timekeeper and provides a full range of administrative support to the department, including support to departmental administrator. Maintain provider appointment, credentialing and separation process for the department and in conjunction with other staff members.

ESSENTIAL FUNCTIONS:

• Manages and participates in provider credentialing, appointment and separation process. Work with department members, Medical Staff Office, JUP and other appropriate personnel.
• Manages timekeeping in MyTime.
• Assists with Qgenda, the provider staffing system, with generating calendars, reports and announcements as needed.
• Schedules meetings and conferences.
• Manages travel arrangements and expense reimbursements, orders supplies and maintain supply inventory.
• Department timekeeping and related personnel functions as it relates to the hiring and separation process.
• Facilities Management including arranging housekeeping and repairs, equipment maintenance, repairs, service contracts, capital inventory and capital purchase management.
• Maintains SURTS space allocation system.
• Interacts with co-workers, visitors, and other staff consistent with the iSCORE values of Jefferson.

OTHER FUNCTIONS AND COMPETENCIES:

• Administrative support to Administrator and Vice Chairs in the department. Cross-coverage with Assistant to Chair and other personnel when necessary.
• General office clerical support including typing, copying, filing, faxing, etc.
• Coverage for other departmental administrative assistants and secretaries
• Order research supplies as needed
• Specific project support to administrator
• Telephone coverage and reception for administrative suite.

INTERNAL/EXTERNAL CONTACTS:

Faculty, staff, administration, vendors, payroll, HR, A/P, Controllers Office

EDUCATIONAL/TRAINING REQUIREMENTS:

High School Diploma or GED. Associates degree preferred.

EXPERIENCE REQUIREMENTS:

Five years’ experience in an academic office setting, academic clinical experience preferred.

ADDITIONAL INFORMATION:

Proficient with Microsoft Office Platform

Proficient in word processing.

Must be computer literate using Microsoft Word, PowerPoint, Excel, and Outlook. MyTime and Qgenda experience highly preferred. Highly motivated, detailed oriented and ability to maintain confidentiality is highly preferred

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.