Administrative Coordinator (Hourly)

Job Details

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages all faculty appointments & promotions for the Department of Medicine and affiliate faculty members.
• Assists the Chair of Medicine with coordination of committees and meetings within the Department of Medicine, including scheduling meetings, taking minutes, maintaining shared files on the server, and distributing emails and documents as needed.
• Assists the Chair of Medicine with creating, reviewing, and editing PowerPoint slides for professional lectures as well as lectures and presentations for residents and students.
• Tracks/coordinates renewals of subscriptions and memberships for the Chair of Medicine
• Assist the Chairman in coordinating meetings with 1st year students for the Chairman's Research Program. Maintains documentation of student projects.
• Assists with coordinating retreats, social activities, and special events. Includes budgetary planning, securing venues, and tracking invitations.
• Coordinates facilities/space projects for both the Chairman's Office and the Educational Office.
• Assists with maintaining calendars for the Chair of Medicine and Chief Administrative Officer.
• Processes requests for payment and reimbursement requests for the Chairman's Office.
• Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventory, and evaluating new equipment for both the Chairman's Office and the Education Office.
• Provides administrative support to the Education Office as needed. Responsibilities include but are not limited to assisting with annual events, proctoring exams, maintaining and updating team phones, and assisting with annual database entry.
• Assists with general office administrative support for the Chair of Medicine.

Competencies (Knowledge, Skills, and Abilities Required):

• Strong organizational skills and attention to detail
• Strong communication skills (verbal and written)
• Must be able to manage time appropriately
• Proficiency with Microsoft Office Suite and virtual platforms
• Ability to act with discretion and diplomacy while maintaining strict confidentiality
• Ability to work with minimal supervision
• Adapts well to change and able to function in a fast-paced, dynamic environment

Minimum Education and Experience Requirements:

Education:

• Bachelor's Degree Strongly Preferred

AND

Experience:

• Minimum of 2 years of administrative experience with evidence of increasing responsibility.

Work Shift

Worker Sub Type

Primary Location Address

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

At Jefferson, we offer a comprehensive total rewards package designed to support the health and well-being of our colleagues and their families. It includes a wide range of benefits including competitive pay, health and retirement benefits, life and disability insurance, paid time off, educational benefits, financial and mental health resources and much more. Our diverse benefits offerings ensure you have the coverage and access to services you need to thrive both personally and professionally.