Administrative Assistant for the College of Architecture, Design, and Engineering

Thomas Jefferson University•Philadelphia, PA

9d•Onsite

About The Position

The Administrative Assistant performs clerical, administrative, and general office duties, including transcription, typing, records and file maintenance, mail distribution, and telephone reception. The role provides secretarial services to a middle- or upper-level management position or department and requires an understanding of the supervisor’s work and methods, as well as knowledge of department and/or hospital or university operations and procedures. The position supports the College of Architecture, Design, and Engineering by coordinating schedules and meetings, maintaining project plans and reporting requirements, preparing correspondence and presentations, and assisting visitors and callers. The role interacts with coworkers, visitors, and other staff in a manner consistent with Jefferson’s values.

Requirements

High school diploma or GED.
Proficiency in secretarial skills.
Experience with computers and standard office software applications.
Knowledge of PowerPoint is required.
Effective communication skills, including the ability to transmit, receive, and accurately interpret information.
Ability to work constructively and collaboratively with a variety of individuals and groups.
Customer service skills and ability to meet or exceed customer needs and expectations.
Ability to adapt to change and changing environments.
Ability to manage multiple concurrent priorities, projects, groups, or activities and allocate time effectively.
Accuracy and attention to detail.
Knowledge of and ability to use electronic calendaring software and capabilities.
Problem-solving skills, including recognizing, anticipating, and resolving organizational, operational, or process problems.

Nice To Haves

Bachelor’s degree.
Two years of experience in an administrative role.

Responsibilities

Manage schedules and coordinate meetings, including supporting complex, ongoing meeting processes, capturing minutes, and distributing updates and information.
Manage project plans, scheduling, and program reporting requirements.
Create accurate and timely correspondence, memos, presentations, and reports.
Answer incoming calls, greet visitors and guests, and direct them as appropriate.
Screen incoming communications, take and deliver accurate messages, respond to requests by gathering and providing information, and refer non-routine calls to appropriate staff.
Schedule appointments and coordinate arrangements for meetings and conferences.
Interact with coworkers, visitors, and other staff consistent with Jefferson’s values.
Perform clerical and general office duties, including transcription, typing, record and file maintenance, and mail distribution.

Benefits

Medical insurance, including prescription coverage.
Supplemental insurance.
Dental insurance.
Vision insurance.
Life and AD&D insurance.
Short- and long-term disability coverage.
Flexible spending accounts.
Retirement plans.
Tuition assistance.
Voluntary benefits, including access to group insurance rates and discounts.
Tuition discounts at Thomas Jefferson University after one year of full-time service or two years of part-time service.
Medical insurance, including prescription coverage, is available to all colleagues, including those working less than part-time, per diem colleagues, adjunct faculty, and Jeff Temps.