Administrative Assistant, Academic Affairs and Undergraduate BSN Programs

Jefferson Health Plans • Owings Mills, MD

1d • Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Associate Dean of Academic Affairs – Lehigh Valley and Undergraduate Programs – Lehigh Valley. This position supports the planning, implementation, coordination, and evaluation of undergraduate academic programs and academic affairs initiatives across the Lehigh Valley campus. The Administrative Assistant serves as a key point of contact for faculty, staff, students, clinical partners, and external stakeholders while coordinating administrative processes, calendar management, meetings, academic operations, accreditation activities, and special projects. The position works collaboratively with academic leadership, faculty, Education Coordinators, and University departments to ensure efficient daily operations and successful execution of strategic priorities.

Requirements

• High School Diploma Required.
• Minimum of 3–5 years of administrative experience supporting senior leadership, preferably within higher education, healthcare, or an academic medical center

Nice To Haves

• Bachelor’s Degree preferred.
• Certified Administrative Professional (CAP) preferred

Responsibilities

• Provide comprehensive administrative support to the Associate Dean of Academic Affairs – Lehigh Valley and Undergraduate Programs Leaders including Chair and Program Director.
• Manage complex calendars, schedule meetings, coordinate agendas, prepare meeting materials, record action items, and facilitate follow-up activities.
• Coordinate timelines, workflows, and deliverables for academic initiatives, strategic projects, and Lehigh Valley campus priorities.
• Assist with the planning, implementation, and evaluation of undergraduate academic programs and academic affairs initiatives.
• Coordinate faculty meetings, student meetings, committee meetings, retreats, orientations, graduation activities, and special events.
• Prepare reports, presentations, correspondence, meeting minutes, and other administrative documents.
• Create, maintain, and organize records and documentation supporting accreditation, regulatory requirements, audits, curriculum management, and academic program reviews.
• Maintain confidential records, files, and electronic document repositories while exercising sound judgment, discretion, and compliance with university policies and procedures.
• Serve as the primary administrative contact for the Lehigh Valley undergraduate academic office, responding to inquiries and directing requests appropriately.
• Support Education Coordinators and undergraduate program operations as needed.
• Provide administrative guidance to students and faculty regarding program processes, forms, deadlines, and University procedures.
• Develop and prepare presentation materials, reports, spreadsheets, and communications.
• Assist with process improvement initiatives that enhance operational efficiency.
• Perform triage for visitors, faculty, and students and direct inquiries appropriately.
• Accept and distribute departmental correspondence and deliveries.
• Utilize University systems including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Teams, Workday, Banner, Blackboard/Canvas, and other academic systems.
• Perform additional duties and special projects as assigned.

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, which provide colleagues with access to group rates on insurance and discounts.
• tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED