Administrative Assistant (patient facing) - Cardiology - Center City

Thomas Jefferson University•Philadelphia, PA

12d•Onsite

About The Position

The Administrative Assistant provides administrative and patient support to assigned Cardiology faculty in the Electrophysiology section of the Bruce and Robbie Toll Heart and Vascular Institute. The position supports 5–6 clinicians and provides customer service to patients and physicians while interacting with department and university colleagues at all levels. The role handles busy phone lines and patient call triage, appointment scheduling, records preparation, and coordination of daily administrative and clinical activities. The assistant also manages calendars, medication refill requests, testing orders and scheduling, physician travel arrangements, CV updates, and provider license renewals. The position requires prioritizing multiple administrative and scheduling assignments and working consistently with Jefferson’s values.

Requirements

High school diploma required.
Proficiency in secretarial skills.
Experience with computers and standard office software applications.
PowerPoint knowledge 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.
Ability to meet customer needs and expectations and provide excellent service.
Ability to adapt to change.
Ability to manage multiple concurrent priorities and allocate time effectively.
Ability to analyze situations and make productive decisions.
Accuracy and attention to detail.
Knowledge of electronic calendaring software and capabilities.
Ability to recognize, anticipate, and resolve organizational, operational, or process problems.
Ability to understand and appropriately apply knowledge of the organization’s vision, structure, culture, philosophy, operating principles, values, and code of ethics.

Nice To Haves

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

Responsibilities

Coordinate daily administrative and clinical activities and maintain calendars, allowing flexibility for daily demands.
Provide administrative support to 5–6 clinicians.
Document patient medication refill requests for providers to authorize and manage EMR tasks from incoming calls.
Ensure patient records are available to clinicians before visits and scan records into the EMR.
Answer telephones, triage calls, and troubleshoot problems.
Enter orders and schedule testing, including stress testing, echocardiograms, labs, and CT scans.
Arrange physician travel.
Update physician CVs and provider license renewals.
Provide customer service to patients and physicians and interact with department and university colleagues.

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 per diem colleagues, adjunct faculty, and Jeff Temps