Job Details

Admin Secretary

Job Description

Job Description

ESSENTIAL FUNCTIONS:

• Manages all administrative functions of the Division of Hematology within Medicine (12 faculty).

• Schedule appointments, prepare and update on-call schedule in Qgenda, send schedule to call service

• Arrange travel for all faculty, faculty candidates and visitors in the Division of Hematology, Medicine, as well as for staff who attend conferences.

• Responsible for Director’s calendar and scheduling all meetings, including lab meetings, seminars, and visitors’ itineraries/agenda and any meeting related to the Division and the Director’s role in the Department of Medicine (Associate Vice Chair for Research)

• Responsible for processing visa applications for all international faculty, staff, visitors and volunteers.

• Responsible for the Division Director’s calendar and scheduling all meetings pertaining to the division, staff, weekly’s, etc.

• Responsible for all administrative duties for the faculty, including general correspondence and travel arrangements.

OTHER FUNCTIONS AND COMPETENCIES needed in addition to Essential Functions:

• Responsible for overseeing daily office operations, providing assistance for incoming miscellaneous inquiries, not requiring Director’s assistance.

• Offers administrative support to all members of the Division.

• Manages the timekeeping process in the Division and resolves any timekeeping errors.

• Responsible for ordering all office supplies and keeping a solid inventory.

• Responsible for processing reimbursements and payments of miscellaneous bills, membership dues for everyone in the Division.

• Oversees mail processing and distribution for the Division.

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

• Demonstrates commitment to core values of excellence and innovation, integrity and respect, teamwork and communication.

• Maintains credit card purchases, petty cash and receipts for division, as well as putting together and maintaining invoices.

• Responsible for ordering miscellaneous Division items through Workday

• Planning itineraries for faculty and visiting guests/speakers.

• Attending faculty meetings and other meetings when necessary and keeping minutes.

• Maintain Division’s website

• Coordinates payments for research donors and keeps record for JCRI

• Providing catering/room reservations for special events/seminars/meetings

EDUCATIONAL/TRAINING REQUIREMENTS:

• BA or BS

CERTIFICATES, LICENSES, AND REGISTRATION:

• N/A

EXPERIENCE REQUIREMENTS:

• 5+ years experience in an office management position

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University

Primary Location Address

834 Chestnut Street, Philadelphia, Pennsylvania, United States of America

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. 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. 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. 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. 

Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.

For more benefits information, please click here