111275 Administrative Assistant

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 42,000 - 52,000; Full time

Job summary

Penn Medicine’s Renal Division seeks an Administrative Assistant to provide comprehensive support to faculty, coordinating patient appointments and clinic calendars while facilitating clear communication across the department and health system.

Under divisional leadership, you will maintain schedules, prepare documents, update faculty CVs, and ensure timely communication. Proficiency with Qgenda, Epic and Outlook is essential to keep operations efficient.

Qualifications

• H.S. Diploma/GED (Required).
• 2+ years' Experience in a high volume, time sensitive business environment.
• Detail oriented.
• Experience in credentialing and/or payer enrollment environments.

Responsibilities

• Provide comprehensive administrative support to Renal Division faculty, including managing correspondence, documents, reports, mail, and other materials; preparing and distributing letters and communications; maintaining organized files and records; and updating faculty CVs in FEDs.
• Coordinate faculty calendars and schedules, including clinical schedules, office hours, on-call schedules, meetings, and other professional commitments. Organize and arrange meetings, prepare necessary materials, and attend meetings and record minutes as requested.
• Support patient scheduling and clinical template management by scheduling and rescheduling appointments, generating bump lists, editing clinical templates, monitoring ambulatory schedules, utilizing waitlists to fill appointment openings, and conducting patient outreach to optimize faculty clinical time.
• Monitor and facilitate efficient daily operations, including identifying scheduling or administrative issues, coordinating follow‑up, and assisting with the onboarding and incorporation of new physicians to promote smooth and continuous office operations.
• Serve as a professional point of contact for faculty, patients, visitors, and internal departments, answering and screening telephone calls and inquiries, taking and appropriately routing messages, receiving visitors, and facilitating communication with the appropriate staff or department.
• Utilize Qgenda, Epic, and Outlook to support faculty scheduling and administrative coordination, including maintaining accurate provider schedules, managing calendars and appointments, coordinating schedule changes, and ensuring timely communication of scheduling updates and information.
• Coordinate administrative, facilities, and technology‑related requests by entering and following up on maintenance and IT tickets and communicating with appropriate departments to facilitate timely resolution of faculty and office needs.
• Perform duties in accordance with Penn Medicine and entity values, policies, and procedures, and support the unit, department, entity, and health system through additional responsibilities and projects as assigned

Skills

Administrative support

Calendar management

Communication

Microsoft Outlook

Epic

Qgenda

Education

High School Diploma or GED

Tools

Qgenda

Epic

Outlook

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title

Administrative Assistant

Department

Renal

Entity

Clinical Practices of the University of Pennsylvania (CPUP)

Location

Hospital of the University of Pennsylvania - 3400 Spruce St

Hours

M-F, 8-4:30 with flexibility in hours based on operational need

Summary

• This position provides comprehensive administrative support to faculty members within the Renal Division. Under the direction of divisional leadership, responsibilities include coordinating patient appointments and clinical schedules, managing calendars and meetings, preparing and distributing correspondence and other documents, and facilitating clear and timely communication across the department and health system. The position requires strong organizational skills, attention to detail, sound judgment, and proficiency with applicable software and systems. The incumbent supports the efficient operation of the division by coordinating administrative activities, responding to inquiries, assisting with faculty needs, and ensuring that departmental processes are completed accurately and efficiently.

Responsibilities

• Provide comprehensive administrative support to Renal Division faculty, including managing correspondence, documents, reports, mail, and other materials; preparing and distributing letters and communications; maintaining organized files and records; and updating faculty CVs in FEDs.
• Coordinate faculty calendars and schedules, including clinical schedules, office hours, on-call schedules, meetings, and other professional commitments. Organize and arrange meetings, prepare necessary materials, and attend meetings and record minutes as requested.
• Support patient scheduling and clinical template management by scheduling and rescheduling appointments, generating bump lists, editing clinical templates, monitoring ambulatory schedules, utilizing waitlists to fill appointment openings, and conducting patient outreach to optimize faculty clinical time.
• Monitor and facilitate efficient daily operations, including identifying scheduling or administrative issues, coordinating follow‑up, and assisting with the onboarding and incorporation of new physicians to promote smooth and continuous office operations.
• Serve as a professional point of contact for faculty, patients, visitors, and internal departments, answering and screening telephone calls and inquiries, taking and appropriately routing messages, receiving visitors, and facilitating communication with the appropriate staff or department.
• Utilize Qgenda, Epic, and Outlook to support faculty scheduling and administrative coordination, including maintaining accurate provider schedules, managing calendars and appointments, coordinating schedule changes, and ensuring timely communication of scheduling updates and information.
• Coordinate administrative, facilities, and technology‑related requests by entering and following up on maintenance and IT tickets and communicating with appropriate departments to facilitate timely resolution of faculty and office needs.
• Perform duties in accordance with Penn Medicine and entity values, policies, and procedures, and support the unit, department, entity, and health system through additional responsibilities and projects as assigned

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• And 2+ years' Experience in a high volume, time sensitive business environment.
• Detail oriented.
• Experience in credentialing and/or payer enrollment environments.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.