Administrative Assistant - OB/GYN - Center City

Thomas Jefferson University • Philadelphia, PA

1d • Onsite

About The Position

The Administrative Assistant performs clerical, administrative, and general office duties, including transcription, typing, record and file maintenance, mail distribution, and telephone reception. The role provides secretarial services to a middle- to upper-level management position or department and requires understanding the supervisor’s work and operating methods, along with knowledge of department and/or Hospital or University operations and procedures.

The position supports project plans, scheduling, program reporting, and complex ongoing meeting processes. It prepares correspondence, memos, presentations, and reports, and handles incoming calls, visitors, communications, appointment scheduling, and meeting arrangements. The role is expected to interact with co-workers, visitors, and other staff in a manner consistent with Jefferson’s values.

Requirements

• High school diploma required.
• 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 objectives, projects, groups, or activities and prioritize time effectively.
• Ability to analyze situations and reach productive decisions.
• Accuracy and attention to detail.
• Knowledge of and ability to use electronic calendaring software.
• Ability to recognize, anticipate, and resolve organizational, operational, or process problems.
• Knowledge of organizational vision, structure, culture, philosophy, operating principles, values, and code of ethics.
• Ability to lift and carry 25 pounds.
• Frequent sitting and standing, and frequent keyboard use.

Nice To Haves

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

Responsibilities

• Manage project plans, scheduling, and program reporting requirements.
• Manage schedules and coordinate meetings, including complex ongoing meeting processes; capture minutes and distribute updates and information.
• Create accurate and timely correspondence, memos, presentations, and reports.
• Answer incoming calls and greet and direct visitors and guests.
• 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.
• Perform clerical and general office duties, including transcription, typing, record and file maintenance, and mail distribution.
• Interact with co-workers, visitors, and other staff consistent with Jefferson’s values.

Benefits

• Medical insurance, including prescription coverage
• Supplemental insurance
• Dental insurance
• Vision insurance
• Life and AD&D insurance
• Short- and long-term disability
• 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.

What This Job Offers

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