Job Details

Provides professional support to the Department Chair and Program Director(s) in the daily operations including time keeping, supervision of work-study students, oversight and maintenance of department and program expenditures and operating budgets.

Job Description

ESSENTIAL FUNCTIONS:

Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
Acts as a frontline person in dealing with routines needs of department/program faculty, staff, students and guests in a professional and confidential manner.
Supports Department Chair, Program Director(s) and faculty with administrative tasks including room assignments/set-up, correspondence with other departments, University services, and adjunct faculty.
Maintains and updates records of departmental expenses for proper and timely accounting.
Coordinates, supervises, and assesses performance of work-study students.
Performs other duties as assigned by the Department Chair and Program Director.

OTHER FUNCTIONS AND COMPETENCIES needed in addition to Essential Functions:

Collaborates with Department administrative team across both campuses to ensure consistent procedures.
Accurately drafts correspondence, educational materials, reports and memos, as required by the program and department.
Screens telephone calls, letters and/or visitors, answers routine questions and furnishes information, when possible.
Interviews candidates for work-study position(s) and makes hiring recommendation(s) to the program director.
Organizes and instructs work-study student(s) in tasks; assesses performance of work-study students under program director supervision.
Maintains department/program files including ongoing filing of confidential material, in accordance with departmental systems and procedures.
Safeguards the confidential nature of information or data prepared or received and ensures proper precautions are taken to protect material against unauthorized use or availability.
Helps oversee planning, obtaining, and scheduling adjunct faculty and guest lecturers.
Maintains follow-up file for pending matters and initiates action on assigned items/projects.

EDUCATIONAL/TRAINING REQUIREMENTS:

High school graduate or equivalent.
Graduate of Secretarial/Business School or some college preferred.
Ability to read, write, speak, understand and communicate in English..

EXPERIENCE REQUIREMENTS:

A minimal of 5 years of experience as an Administrative Assistant.

ADDITIONAL INFORMATION:

Advanced skills in Microsoft Office platforms.

POSITIONS, SUPERVISED OR DIRECTED (TITLES AND APPROXIMATE NUMBERS):

Work-study students (1-2)

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Philadelphia University

Primary Location Address

3243 School House Lane, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

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.

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