Administrative Assistant

Jefferson Health; Philadelphia (Philadelphia County); On-site; USD 35,000 - 55,000; Full time

Job summary

Jefferson Health is seeking an organized administrative professional to provide comprehensive support for a fast-paced department in Philadelphia. You will manage calendars, coordinate communications, and assist with day-to-day office operations.

The role requires strong attention to detail, professionalism, and the ability to prioritize multiple tasks while maintaining confidentiality. Healthcare setting experience is preferred.

Qualifications

• High School Diploma or GED required; Bachelor's degree preferred.
• Minimum 2 years of administrative or clerical experience required; healthcare or academic setting preferred.
• Proficiency in secretarial skills and standard office software; PowerPoint a must.

Responsibilities

• Interact with coworkers, visitors and staff in line with Jefferson values.
• Manage complex calendars and schedule meetings using Outlook, Teams and other tools.
• Serve as primary contact for calls, emails and correspondence; route communications appropriately.
• Prepare, edit and distribute reports, presentations and documents with high accuracy.
• Maintain confidential information and handle personnel records per policy.
• Coordinate meetings and events, including logistics and follow-ups.
• Perform data entry and maintain filing systems for accessibility and compliance.
• Oversee office operations including supplies and general administrative needs.
• Process mail and support document handling, scanning and recordkeeping.
• Provide general administrative support and assist team members; support special projects.

Skills

Calendar management

Communication

Secretarial skills

Multitasking

Attention to detail

Education

High School Diploma/GED

Bachelor's degree preferred

Tools

Outlook

Teams

MS Office

PowerPoint

Job description

Provides comprehensive administrative and operational support to ensure the efficient functioning of the department. Serves as a key point of contact for internal and external stakeholders, managing communications, coordinating schedules, and supporting day-to-day office operations. This role requires strong organizational skills, attention to detail, and the ability to prioritize multiple tasks in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Manages complex calendars, schedules meetings, and coordinates appointments using Outlook, Teams, and other organizational tools.
• Serves as a primary point of contact by managing incoming calls, emails, and correspondence; prioritizes and routes communications appropriately.
• Prepares, edits, and distributes reports, presentations, and other business documents with a high level of accuracy and professionalism.
• Maintains sensitive and confidential information, including personnel records and organizational data, in accordance with established policies.
• Coordinates meetings and events, including logistics, materials preparation, and follow-up activities.
• Performs data entry and maintains organized electronic and physical filing systems to ensure accessibility and compliance.
• Manages office operations, including monitoring and ordering supplies and supporting general administrative needs.
• Processes incoming and outgoing mail and supports document handling, scanning, and recordkeeping activities.
• Provides general administrative support as needed, including assisting team members and contributing to special projects.
• May provide guidance or informal support to less experienced staff, as applicable.

Qualifications

• High School Diploma/GED -Bachelors Preferred
• 2 years of administrative OR clerical experience REQUIRED!! Healthcare or academic setting preferred.
• Proficiency in secretarial skills, Experience with computer and standard office software application. Knowledge of Power Point a must.