Administrative Assistant - OB/GYN - Abington, PA

Thomas Jefferson University•Montgomery County, PA

About The Position

Performs full clerical, administrative, and general office duties, including transcription, typing, records and file maintenance, mail distribution, and telephone reception. Provides secretarial services to a middle- to upper-level management position or department and requires an understanding of the supervisor’s job and methods of operation, as well as knowledge of department and/or hospital or university operations and procedures. The Administrative Assistant interacts with co-workers, visitors, and other staff in keeping with Jefferson’s values. The role manages project plans, scheduling, and program reporting; coordinates schedules and meetings, including complex ongoing meeting processes; captures minutes and distributes updates and information; and prepares accurate, timely correspondence, memos, presentations, and reports. The position also handles incoming calls and visitors, screens communications, delivers messages, provides or gathers information, refers non-routine calls to appropriate staff, schedules appointments, and coordinates meeting and conference arrangements.

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 and needs.
Ability to work constructively and collaboratively with a variety of individuals and groups.
Customer service skills and the 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 make productive decisions.
Accuracy and attention to detail.
Knowledge of and ability to use office 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, and the ability to apply that knowledge appropriately.

Nice To Haves

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

Responsibilities

Perform clerical, administrative, and general office duties, including transcription, typing, records and file maintenance, and mail distribution.
Provide secretarial services to a middle- to upper-level management position or department.
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 correspondence, memos, presentations, and reports accurately and on time.
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 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 with 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 per diem colleagues, adjunct faculty, and Jeff Temps