Administrative Assistant (JCHP) - Full Time

Thomas Jefferson University • Philadelphia, PA

14h • Onsite

About The Position

Performs day-to-day communications and administration operations of the Physician Assistant Program. In this position, the Didactic Administrative Assistant is responsible for managing the didactic administrative aspects of the didactic phase of the program. The position reports directly to the Program Director but will have operational supervision by the Director of Didactic Education, Program Coordinator, and the Didactic Faculty. Other duties at discretion of Program Director/Department Chair. Job Description Essential Functions Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Carries out administrative tasks that support curricular delivery, accreditation efforts, data collection, tracking and monitoring expenses, program organization, and communication of program policy to students Assists with marketing efforts through communication with the Admissions department and maintenance of the program website. Attends departmental and university meetings as appropriate Coordinates yearly recurring events for the department such as admissions, new student orientation, on-campus intensives, matriculation, and graduation. Maintains current, organized files for: prospective, admitted students, graduates, budget, purchase requisitions, reimbursements, personnel forms, work orders, program faculty. Supports applicants and students through graduation utilizing email, EXXAT, and Canvas. Maintains current office supplies, simulation equipment, vendor licenses, and manages departmental accounts receivable/payable and bookkeeping for the program. Organizes on-campus intensives including transport of simulation aids, booking rooms and A-V equipment, and attending sessions to assist with coordination. Enters, organizes, and maintains accreditation materials under the instruction of the Program Director. Organize and supervise tasks for work/study student(s); instruct and oversee the performance thereof, under Executive Associate supervision. Safeguard the confidential nature of information or data prepared or received, and ensure that proper precautions are taken to protect such material against unauthorized use or availability. Copy correspondence, educational materials, reports and other materials, as required by faculty and staff. Execute routine intercampus errands and tasks required for the efficient operation of the department. Maintain the organization and maintenance of files and records for the Program help perform administrative duties for PA Program Academic and Clinical Coordinators. Receive most incoming telephone traffic, answering pleasantly with tact and diplomacy, and give information to callers or direct them to the proper receiver; carefully take accurate messages and deliver them promptly to the proper receiver. Oversee service to adjunct faculty, guest lecturers and all other School and University administrators, departments, or persons requiring them. Transmit all books and office supplies purchases approved by Department Chair, maintaining files of all pending and completed items.

Requirements

• Proficiency and comfort with Microsoft Office (includes Word, Excel and Access)
• Ability to learn and adapt to new software and applications
• Ability to organize and manage multiple tasks, including operational tasks and long-term projects
• Comfort in working as a team with multiple personalities and supervisors
• High School Diploma.
• 3 Years’ experience, computer proficiency including Microsoft Office.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Carries out administrative tasks that support curricular delivery, accreditation efforts, data collection, tracking and monitoring expenses, program organization, and communication of program policy to students
• Assists with marketing efforts through communication with the Admissions department and maintenance of the program website.
• Attends departmental and university meetings as appropriate
• Coordinates yearly recurring events for the department such as admissions, new student orientation, on-campus intensives, matriculation, and graduation.
• Maintains current, organized files for: prospective, admitted students, graduates, budget, purchase requisitions, reimbursements, personnel forms, work orders, program faculty.
• Supports applicants and students through graduation utilizing email, EXXAT, and Canvas.
• Maintains current office supplies, simulation equipment, vendor licenses, and manages departmental accounts receivable/payable and bookkeeping for the program.
• Organizes on-campus intensives including transport of simulation aids, booking rooms and A-V equipment, and attending sessions to assist with coordination.
• Enters, organizes, and maintains accreditation materials under the instruction of the Program Director.
• Organize and supervise tasks for work/study student(s); instruct and oversee the performance thereof, under Executive Associate supervision.
• Safeguard the confidential nature of information or data prepared or received, and ensure that proper precautions are taken to protect such material against unauthorized use or availability.
• Copy correspondence, educational materials, reports and other materials, as required by faculty and staff.
• Execute routine intercampus errands and tasks required for the efficient operation of the department.
• Maintain the organization and maintenance of files and records for the Program help perform administrative duties for PA Program Academic and Clinical Coordinators.
• Receive most incoming telephone traffic, answering pleasantly with tact and diplomacy, and give information to callers or direct them to the proper receiver; carefully take accurate messages and deliver them promptly to the proper receiver.
• Oversee service to adjunct faculty, guest lecturers and all other School and University administrators, departments, or persons requiring them.
• Transmit all books and office supplies purchases approved by Department Chair, maintaining files of all pending and completed items.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees