117020 Staff Assistant

Penn Medicine; Philadelphia (Philadelphia County); On-site; USD 42,000 - 62,000; Full time

Job summary

Penn Medicine in Philadelphia is seeking a Staff Assistant in the Anatomic Pathology Outpatient department. This role provides extensive managerial and administrative support to faculty, coordinating calendars, preparing documents, and ensuring clear communication across the division.

Hours are M-F, 8-4:30 with flexibility as needed. Under minimal supervision, the successful candidate will demonstrate judgment, initiative and discretion in handling confidential information, scheduling

Qualifications

• HS Diploma or GED required.
• Minimum 5 years of administrative work experience.
• Bachelor’s degree may be considered with at least 2 years of administrative work experience.

Responsibilities

• Provide extensive and complex administrative support to the faculty.
• Perform secretarial duties, including coordination of transcription using EPIC.
• Track timely return of completed documents.
• Print letters on letterhead and retrieve signatures from physicians; prepare documents for mailing.
• Organize and arrange schedules for faculty.
• Work with MDs and NPs to create and maintain current schedule templates.
• Schedule interviews for the Fellowship Program.
• Set up and maintain schedule for off-site Fellows for rotations.
• Coordinate for new faculty and staff for certification of computer systems.
• Gather, organize and disseminate materials for lectures.
• Screen inquiries, answer telephone calls; respond to inquiries and provide information.
• Index and file correspondence, records and reports.
• Maintain calendar on computerized software and arrange travel and meetings.
• Assist with incorporation of new physicians.
• Retrieve and copy articles/references for physicians, as needed.
• Maintain confidentiality and exercise judgment in office procedures.
• Gather materials for conferences and tumor board.
• Daily service queue check.
• Back-up to administrative staff as needed.

Skills

Administrative support

Calendar management

EPIC transcription

Communication

Education

HS Diploma/GED

Bachelor's degree or higher (with 2+ years experience)

Tools

EPIC Systems

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: Staff Assistant

Department: Anatomic Pathology Outpatient

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 highly responsible position provides extensive managerial and administrative support for faculty members of the Division. Under minimal supervision, this individual will need to use considerable judgment, creativity and analysis in designing, interpreting and implementing procedures which emphasize expediency and responsiveness to effective decision making. Support includes but is not limited to independent project work, calendar management, document preparation/distribution, frequent and clear communication across department and entity, and demonstrated proficiency in software packages.

Responsibilities:

• Provide extensive and complex administrative support to the faculty.
• Perform secretarial duties, including coordination of transcription using EPIC.
• Tracking the timely return of completed documents.
• Printing letters on letterhead and retrieving signatures from physicians o Preparing documents for mailing.
• Organize and arrange schedules for faculty.
• Working with MD's and NPs to create and maintain current schedule templates.
• Schedule interviews for the Fellowship Program.
• Set up and maintain schedule for off-site Fellows for rotations.
• Coordinate for new faculty and staff for certification of computer systems.
• Gather, organize and disseminate materials for lectures.
• Screen inquiries, answer telephone calls.
• Respond to inquiries and provide information as appropriate.
• Index and file correspondence, records and reports.
• Maintain calendar on computerized software and arrange travel and meetings.
• Assist with the incorporation of new physicians.
• Retrieve and copy articles/references for physicians, as needed.
• Exercise considerable judgment, creativity and analysis in designing, interpreting and implementing office procedures to maintain smooth, continuous operations of the office.
• Maintain strictest confidentiality.
• Gathering materials and records for conferences and tumor board.
• Private Consults registration and accessioning.
• Daily service queue check.
• Back-up to administrative staff as needed.

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• And 5+ years Minimum of 5 years of administrative work experience required.
• Candidates with a bachelor’s degree may be considered with at least 2 years of administrative work experience.

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.

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.