Administrative Assistant for the College of Architecture, Design, and Engineering

Health Partners Plans; Philadelphia (Philadelphia County); On-site; USD 38,000 - 52,000; Full time

Job summary

Jefferson in Philadelphia is seeking a professional for full clerical and secretarial support to a middle-to-upper level management position. The role involves transcription, scheduling, meeting coordination, minutes, and handling correspondence with accuracy and timeliness.

The ideal candidate has a high school diploma (Bachelor's degree preferred) and 2 years in an administrative role, strong communication, calendar management, and ability to interact professionally with staff and visitors.

Qualifications

• Education: high school diploma or GED, bachelor’s preferred.
• Effective communication and interpersonal skills.
• Ability to manage calendars and schedule meetings.
• Strong attention to detail and accuracy in documentation.

Responsibilities

• Manage schedule and coordinate meetings, including minutes and updates.
• Prepare correspondence, memos, and reports with timeliness and accuracy.
• Answer calls, greet visitors, and route inquiries appropriately.
• Screen communications and deliver messages, refer non-routine calls.
• Coordinate appointments and meetings; interact professionally with staff.

Skills

Effective communications

Interpersonal relationships

Service excellence

Flexibility & adaptability

Managing multiple priorities

Accuracy & attention to detail

Calendaring

Problem solving

Education

High School Diploma/GED

Bachelor's Degree

Tools

PowerPoint

Office software

Job description

Number of Positions In Requisition 1

Job Details

Performs full clerical, administrative and general office duties involving transcription, typing, record and file maintenance, mail distribution and telephone reception. Provides secretarial services to a middle to upper-level management position or department. This role requires an understanding of the content of the supervisor's job and method of operation. This implies knowledge of department and/or Hospital or University operations and procedures.

Job Description

Job Duties

• Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information.
• Manages project plans, scheduling and program reporting requirements
• Creates correspondence, memos, presentations and/or reports ensuring accuracy and timeliness with completion.
• Answers incoming calls, greets visitors and guests, directing them as appropriate
• Screen incoming communications; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Schedule appointments and coordinate arrangements for meetings and conferences.
• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

Minimum Qualifications

• Education - Required: High School Diploma/GED
• Education - Preferred: Bachelor's Degree
• Experience - Preferred: 2 years in administrative role

Knowledge, Skills and Abilities - Required

• Effective Communications - Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships - Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence - Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability - Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities - Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Accuracy and Attention to Detail - Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring - Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving - Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations

Additional Qualifications

• Proficiency in secretarial skills, Experience with computer and standard office software application. Knowledge of Power Point a must.

Physical Demands

• Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.

Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Philadelphia University Primary Location Address

Location

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

Company Overview

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