Administrative Assistant, School of Pharmacy - Jefferson Center City

Thomas Jefferson University•Philadelphia, PA

1d•Onsite

About The Position

Performs full clerical, administrative and general office duties involving transcription, typing, record and file maintenance, mail distribution and telephone reception. Provides secretarial services to a middle to upper-level management position or department. This role requires an understanding of the content of the supervisor's job and method of operation. This implies knowledge of department and/or Hospital or University operations and procedures. This role is full time at 35 hours per week - 70 hours biweekly. Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Manages project plans, scheduling and program reporting requirements. Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information. Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion. Answers incoming calls, greets visitors and guests, directing them as appropriate. Screens incoming communications; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff. Schedules appointments and coordinates arrangements for meetings and conferences.

Requirements

High School Diploma/GED
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
Proficiency in secretarial skills
Experience with computer and standard office software application.
Knowledge of Power Point a must.

Nice To Haves

Bachelor’s Degree
2 years of experience in administrative role

Responsibilities

Performs full clerical, administrative and general office duties involving transcription, typing, record and file maintenance, mail distribution and telephone reception.
Provides secretarial services to a middle to upper-level management position or department.
Manages project plans, scheduling and program reporting requirements.
Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
Answers incoming calls, greets visitors and guests, directing them as appropriate.
Screens incoming communications; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
Schedule appointments and coordinate arrangements for meetings and conferences.

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.