Today, Jefferson Health and its network of hospitals and physician practices serve patients throughout the Delaware Valley. We have a robust network of 18 hospitals, 3500 physicians, 9600 nurses, 3,876 licensed beds, and physician practices throughout the counties of:

• Bucks
• Camden
• Gloucester
• Montgomery
• Philadelphia

We are Philadelphia's second largest employer, and nationally ranked by US News & World Report in seven specialties including #2 Ophthalmology (Wills Eye), #9 Rehabilitation (MossRehab), #10 in Orthopedics (Rothman Orthopaedics at Jefferson Health, Philadelphia Hand to Shoulder Center, 3B Orthopedics, the Abington Orthopedic & Spine). Whether you’re in the city or the suburbs, Jefferson Health provides the exceptional care you expect – close to home or work – through our broad family of primary care physicians and specialists. Jefferson Health is home to nationally ranked experts who provide a personalized care plan for you. Sidney Kimmel Cancer Center – Jefferson Health is one of only 70 NCI-designated cancer centers in the country. With more than 30,000 employees, we are the largest health system in the Philadelphia region by total licensed beds. And our work to improve lives is never done.

In keeping with Jefferson's Mission, We Improve Lives, it is our goal to recruit, retain, develop and reward highly-qualified employees. If you are enthusiastic, caring and dedicated to service excellence, we invite you to consider joining Jefferson. Jefferson encourages its employees to expand their knowledge and develop their careers through growth opportunities and continuing education.

Culture

We are a creative and collaborative team dedicated to outstanding professional work on behalf of our patients. Our goal is to meet our patients' needs and help them advocate for themselves and their family members. We believe our place in the community is as a healer, an activist, and a trusted friend. We perform our duties with empathy and compassion as we serve the needs of the underserved population of North Philadelphia. While we do have an academic component to our work, we strive to be community doctors who take pride in serving others. Join us...make a difference.

PRIMARY FUNCTION:

The Administratve Assistant is a key member of the Emotional Health and Wellness Program (EHWP) and will report to the Director of the EHWP. The position is responsible for oversight and coordination of office operations within the EHWP suite. This includes administrative support and duties of a responsible and confidential nature and will have access to highly-confidential information and files. In addition, the Administrative Assistant helps with outreach events on and off-campus for the hospital community. Lastly the Administrative Assistant for the EHWP will manage general customer service response for day-to-day requests.

ESSENTIAL FUNCTIONS:

• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement; orders supplies and maintains accurate financial records for all costs (day-to-day supplies, document storage, maintenance contracts for equipment, etc.).

• Maintains multiple Outlook calendars/EHR Calendars, assists with scheduling both client and non-client appointments for staff.

• Assist with new staff hirings to include recruitment submissions and applications, onboarding & orientation.

• Organizes departmental meetings – scheduling catering, conference rooms, reminders, minutes when requested, attendance.

• Provides support to by maintaining list servs, calendar access, contact list.

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

OTHER FUNCTIONS AND COMPETENCIES needed in addition to Essential Functions:

• Provides routine support, i.e. phone coverage, scheduling meetings and maintaining conference/monitoring/auditing space availability for trainings, staff meetings, site visits.

• Responsible for delivery and pick-up of paperwork requiring internal and external signatures and other deliverables as required. Includes confidential deliveries around the campus.

• Organizes and maintains files of correspondence and records, following up on pending matters.

• Assists with billing as needed.

• Option to be involved with research and data collection.

• Schedules appointments and coordinates arrangements for external meetings and conferences. Facilitates travel arrangements, accommodations and reimbursements.

• Composes and sends routine letters and memoranda. Route or answer routine correspondence not requiring supervisor’s attention.

• Prepares information packets, prepares and sends meeting agendas when needed.

• Performs accurate and timely copying and faxing for department administration and perform other duties as needed.

• Other duties as assigned by supervisor.

EDUCATIONAL/TRAINING REQUIREMENTS:
Bachelor’s Degree.
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EXPERIENCE REQUIREMENTS:
Ability to maintain effective and collaborative working relationships with university staff, faculty, and students. Dependability, punctuality, honestly, and integrity. Strong interpersonal and customer service experience. Previous experience in a similar setting preferred.
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ADDITIONAL INFORMATION:
Excellent computer skills to include knowledge of word processing programs, spreadsheets, e-mail, etc.
The ability to multitask is needed.

Since this position will require the selected candidate to engage in regular contact with children in the form of care, guidance, supervision or training, you will be required to meet the requirements of the Child Protective Services Act, including the Pennsylvania State Police criminal background check, the Pennsylvania Department of Welfare child abuse criminal background clearance, and an FBI finger print based federal criminal records check. The selected candidate will not be allowed to commence working until all three (3) are completed satisfactorily.

About Jefferson

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. [Register to View] target="_blank">Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. [Register to View] target="_blank">Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. [Register to View] target="_blank">Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educa­tional and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.