Administrative Coordinator

Thomas Jefferson University • Philadelphia, PA

2d • Onsite

About The Position

A CPD Administrative Coordinator will assist in the planning and programs in the Office of Continuing Professional Development by providing meeting planning services, including registration, assisting in coordinating logistics and collecting materials, and preparing for and working at conferences. The Administrative Coordinator will interact with customers (internal & external) and faculty in areas relating to activity registration, payment, certificate retrieval etc.

Requirements

• High school diploma required
• Minimum 5 years administrative support experience, preferably in healthcare or hospitality setting
• Excellent computer skills including MS Office Suite, especially Word and Excel
• Exceptional organizational and communication skills
• Able to exercise independent judgment; and demonstrate initiative and flexibility
• Demonstrated ability to manage multiple projects simultaneously and meet deadlines
• Highly organized, with high attention to detail
• Ability to work in teams
• Excellent written and oral communications

Nice To Haves

• Business school or some college OR equivalent directly related experience preferred
• knowledge/experience of meetings/registration in continuing education and/or experience using a database or learning management system a plus

Responsibilities

• Assist in preparation for educational programs, e.g. conference rooms, special material or equipment.
• Support coordinating payments associated with courses.
• Support all course planning and coordination.
• Assist with on-site and off-site course registrations and implementation.
• Assist in resolving issues such as completing disclosures and accessing evaluations.
• Assist with the collection of disclosures and presentations for individual programs, and name badges.
• Promote upcoming events on free online marketing websites
• Assist with the preparation and proofreading of brochures.
• Obtain addresses, phone and fax numbers, and email addresses for all faculty
• Make faculty hotel reservations and forward confirmation numbers to each.
• Arrange any necessary transportation for guest faculty.
• Assist with distributing the course faculty, registrants and exhibitors information.
• Pack for off-site courses; arrange for shipping and pick-up; unpack boxes upon return.
• Prepare signs and badges: invitations, place cards
• Coordinate the return of exhibitor/workshop equipment.
• Assist with financial functions such as tracking checks and payments from vendors.
• Three months after each course, prepare and send an outcome survey to all physicians who attended the course. This survey is an important way for us to determine whether the course has had an effect on the registrant and/or their practice.
• One month after sending, save results.
• Other duties 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: Entry Level
• Education Level: High school or GED