Administrative Assistant II/Full Time/Days

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

Job summary

Penn Medicine in Lancaster, PA is seeking an experienced administrative professional to support a department, director and/or physician teams. You will manage calendars, prepare correspondence, and handle confidential information with discretion.

40 hours per week, Monday through Friday, 8:30am to 4:30pm. The role emphasizes organization, effective communication, and timely completion of administrative tasks within a collaborative health system.

Qualifications

• High School Diploma or GED.
• Three years of direct administrative support experience.
• Associate or Bachelor’s Degree in a complimentary field preferred.
• More than Three years’ experience providing direct administrative support and ability to perform functions independently.

Responsibilities

• Coordinate schedules and calendars by arranging meetings, appointments and travel arrangements. Uses independent judgment in managing calendar.
• Composes correspondence, memos, presentations, and reports. Types, formats, and proofs a variety of materials including correspondence memos, reports, charts, statistics, minutes of meetings, etc.
• Coordinates all aspects of meetings including logistics, technology, presenters and agenda. Attends, take minutes, and distributes materials when directed.
• Provides research and administrative support to special projects, preparing data and follow-up on projects.

Skills

Administrative support

Calendar management

Documentation

Education

High School Diploma

GED

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?

HOURS: 40 hours/week Monday-Friday 8:30am-4:30pm

LOCATION: Lancaster, PA

Summary:

• Position Summary: Provides administrative and office support to a department, director s and or physician s . Performs and anticipates certain administrative functions for management, including making decisions within authorized scope or directing the decision making to the proper authority.
• Qualified individuals must have the ability with or without reasonable accommodation to perform the following duties:
• Coordinates schedules and calendars by arranging meetings, appointments and travel arrangements. Uses independent judgment in managing calendar.
• Composes correspondence, memos, presentations, and reports. Types, formats, and proofreads a variety of materials including correspondence memos, reports, charts, statistics, minutes of meetings, etc.
• Coordinates all aspects of meetings including logistics, technology, presenters and agenda. Attends, take minutes, and distributes materials when directed.
• Answers and screens internal and external calls and visits to determine the urgency of the situation. Suggests appropriate referrals or informs direct report team when situation warrants immediate attention.
• Performs and anticipates certain administrative functions for management, including making decisions within authorized scope or directing the decision making to the proper authority.
• Provides research and administrative support to special projects, preparing data and follow-up on projects.
• Manages department equipment, supplies, office space and department specific systems.
• Sets-up, organizes, maintains and updates files and ensured strict confidentiality with verbal and documented information in the work area, and maintains security of physical and electronic information. Inputs and maintains data in prescribed systems.
• Coordinates and tracks workflows and projects through the department and or organization to ensure paperwork is complete and follow-up services are provided in a timely fashion.
• Collects, documents, processes payments, and tracks contracts, grants, and special funds.
• Sorts and distributes mail and other communication to appropriate recipients. Organizes and coordinates the flow of information both internally and externally and utilizes technology based communication platforms.
• The following duties are considered secondary to the primary duties listed above:
• Provides back-up to other support staff as needed, while working in a team environment in a way that is professional, cohesive and respectful.
• Assists with onboarding new employees and consultants to department by setting up access and completing paperwork.
• Participates and or lead committees as directed including special event planning, execution and clean-up.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent GED .
• Three 3 years’ experience providing direct administrative support.
• PREFERRED QUALIFICATIONS:
• Associate or Bachelor’s Degree in a complimentary field.
• More than Three 3 years’ experience providing direct administrative support and the ability to perform functions independently.

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.