Administrative Assistant - OB/GYN - Center City

Jefferson Health; United States; On-site; USD 38,000 - 61,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life and AD&D insurance

Short- and long-term disability

Flexible spending accounts

Retirement plans

Tuition assistance

Job summary

Jefferson Health is seeking an organized administrative assistant to support a middle-to-senior level office. Responsibilities include transcription, typing, record and file maintenance, mail distribution and telephone reception, and secretarial support for management.

The role requires familiarity with office software and effective communication. The ideal candidate has a high school diploma (Bachelor’s Degree preferred) and at least two years in an administrative role.

Qualifications

• High School Diploma required; Bachelor’s Degree preferred.
• Two years of experience in an administrative role preferred.
• Proficiency in secretarial skills and standard office software; PowerPoint knowledge is essential.

Responsibilities

• Interacts with coworkers, visitors, and staff following Jefferson values.
• Manages schedules, meetings, and prepares minutes and updates.
• Creates correspondence, memos, presentations and reports with accuracy and timeliness.
• Answers calls, greets visitors, screens communications and routes non-routine requests to appropriate staff.
• Schedules appointments and coordinates meetings and conferences.

Skills

Effective communication

Interpersonal skills

Customer service

Flexibility

Prioritization

Decision making

Attention to detail

Calendaring

Problem solving

Organizational knowledge

Education

High School Diploma

Bachelor’s degree preferred

Tools

PowerPoint

Job description

Job Details

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 Essential Functions

Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Manages project plans, scheduling and program reporting requirements Manages schedule and coordinates meetings with an ability to support complex ongoing meeting processes including capturing minutes and distributing updates and information. 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.

Education and Experience

High School Diploma Required; Bachelor’s Degree preferred Two years of experience in an administrative role preferred. Proficiency in secretarial skills, Experience with computer and standard office software application. Knowledge of Power Point a must.

Knowledge, Skills and Abilities

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 Decision Making - Understanding of the issues related to the decision-making process, ability to analyze situations fully and accurately, and reach productive decisions 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 Knowledge of Organization - Knowledge of the organization's vision, structure, culture, philosophy, operating principles, values, and code of ethics, ability to apply this understanding appropriately to diverse situations.

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

Work Shift Workday Day (United States of America)

Worker Sub Type

Worker Sub Type Regular Employee Entity Jefferson University Physicians Primary Location Address 833 Chestnut Street, Philadelphia, Pennsylvania, United States of America 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 the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Equal Opportunity

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Benefits

• medical (including prescription)
• supplemental insurance
• dental
• vision
• life and AD&D insurance
• short- and long-term disability
• flexible spending accounts
• retirement plans
• tuition assistance
• voluntary benefits, which provide colleagues with access to group rates on insurance and discounts
• Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service
• All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance

Mission and Culture

In keeping with Jefferson's Mission, We Improve Lives, it is our goal to recruit, retain, develop and reward highly-qualified employees. If you are enthusiastic, caring and dedicated to service excellence, we invite you to consider joining Jefferson. Jefferson encourages its employees to expand their knowledge and develop their careers through growth opportunities and continuing education. With a long standing history, Jefferson has been advancing the medical field from the heart of Center City Philadelphia for nearly 200 years. Our Mission, We Improve Lives, expands to every corner of the organization. From our weekly farmer’s market, to our new Jefferson Accelerator Zone for innovation, our employees’ passion for the community is evident by the daily gestures towards our patients, students and each other.