Admin Secretary

Jefferson Health Plans • Philadelphia, PA

4d

About The Position

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

Requirements

• BA or BS
• 5+ years experience in an office management position

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

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees