Administrative Assistant, Department of Medical Laboratory Sciences & Biotechnology (MLSB) (Center City Campus); Part time (20 Hrs Weekly)

Thomas Jefferson University•Philadelphia, PA

3d•Onsite

About The Position

Under general supervision, an Administrative Assistant provides direct day-to-day administrative support to full-time and part-time faculty and academic staff in their academic program/s and/or in their College/School. They also provide face-to-face, telephone, and email customer service to faculty, students, staff, and alumni as well as to other constituents such as parents/guardians or external inquiries. Job Description Essential Functions Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Provides administrative support to full-time and part-time faculty, such as photocopying and scanning of course-related and program-related materials and College/School files; retrieving course schedules; making room reservations for Program-related events; preparing agendas and documents for meetings; taking and distributing meeting notes; preparing and distributing manuals, reports, and other Program-related materials; and orienting new full-time and part-time faculty to the procedures of the Program or office. Supports faculty with different tasks, projects, and assignments such as a) responsibilities related to University/College Committees; b) Program accreditation and assessment; c) travel and lodging arrangements for professional travel sponsored by the Program; d) assists guests or Search Candidates with travel and lodging arrangements; and e) handles field trip logistics, such as transportation and field trip waivers. Orders foods/meals for faculty meetings and Program-supported student events. Answers phones; responds to emails; and greets faculty, staff, and students who physically come to the academic office. Maintains electronic and paper office files, such as faculty, student and program records in hard copy or digital versions, as appropriate. Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed. Supports Program Director/Chair of Department on activities related to the program. Processes student forms related to course enrollment, advisement, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator. Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs. Other duties as assigned by the Program Director/Chair of Department.

Requirements

Effective Communications – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities
Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations
High School Diploma Required
1-3 years experience in an administrative setting

Nice To Haves

A Bachelor’s degree preferred.
Experience in higher education preferred.

Responsibilities

Provides administrative support to full-time and part-time faculty
Supports faculty with different tasks, projects, and assignments
Orders foods/meals for faculty meetings and Program-supported student events.
Answers phones; responds to emails; and greets faculty, staff, and students who physically come to the academic office.
Maintains electronic and paper office files
Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed.
Supports Program Director/Chair of Department on activities related to the program.
Processes student forms related to course enrollment, advisement, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator.
Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs.
Other duties as assigned by the Program Director/Chair of Department.

Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts.
Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service.
All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps ), have access to medical (including prescription) insurance.
For more benefits information, please click here

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