Administrative Assistant -Physician Assistant Program – Voorhees, NJ

Jefferson Health Plans

15d • Onsite

About The Position

Under general supervision, an Administrative Assistant provides direct day-to-day administrative support to full-time and part-time faculty and academic staff in their academic program/s and/or in their College/School. They also provide face-to-face, telephone, and email customer service to faculty, students, staff, and alumni as well as to other constituents such as parents/guardians or external inquiries.

Requirements

• Effective Communications – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.
• Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed.
• Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
• High School Diploma Required.
• 1-3 years’ experience in an administrative setting.

Nice To Haves

• A Bachelor’s degree preferred.
• Experience in higher education preferred.

Responsibilities

• Provides administrative support to full-time and part-time faculty, such as photocopying and scanning of course-related and program-related materials and College/School files; retrieving course schedules; making room reservations for Program-related events; preparing agendas and documents for meetings; taking and distributing meeting notes; preparing and distributing manuals, reports, and other Program-related materials; and orienting new full-time and part time faculty to the procedures of the Program or office.
• Supports faculty with different tasks, projects, and assignments such as: A) Responsibilities related to University/College Committees; B) Program accreditation and assessment; C) Travel and lodging arrangements for professional travel sponsored by the Program; D) Assists guests or Search Candidates with travel and lodging arrangements; and E) Handles clinical year logistics, such as student housing, clinical site requirements and student deliverables.
• Orders foods/meals for faculty meetings and Program-supported student events.
• Answers phones; responds to emails; and greets faculty, staff, students, and guests who physically come to the academic office/campus.
• Maintains electronic and paper office files, such as faculty, student and program records in hard copy or digital versions, as appropriate.
• Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed.
• Supports Program Director/Chair of Department on activities related to the program.
• Processes student forms related to course enrollment, advisement, clinical rotations, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator.
• Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs.
• Other duties as assigned by the Program Director/Chair of Department.

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: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees