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Jefferson Health · 6 days ago

Admin Secretary

Philadelphia, PA

Full-time

Onsite

Senior Level

5+ years exp

Jefferson Health is a nationally ranked health care system dedicated to providing high-quality clinical care and education. They are seeking an Admin Secretary to manage administrative functions for the Division of Hematology, including scheduling, travel arrangements, and general correspondence for faculty and staff.

Hospital & Health Care

Responsibilities

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

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

Qualification

Office managementSchedulingTravel arrangementsTimekeepingInventory managementCommunicationTeamworkProblem-solving

Required

BA or BS

5+ years experience in an office management position

Benefits

Medical (including prescription)

Supplemental insurance

Dental

Vision

Life and AD&D insurance

Short- and long-term disability

Flexible spending accounts

Retirement plans

Tuition assistance

Voluntary benefits

Tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service

Medical (including prescription) insurance

Company

Jefferson Health

Thomas Jefferson University and Thomas Jefferson University Hospitals are partners in providing excellent clinical and compassionate care for our patients in the Philadelphia region, educating the health professionals of tomorrow in a variety of disciplines and discovering new knowledge that will define the future of clinical care.

Founded in 1995

Philadelphia, PA, US

5001-10000 employees