Faculty Administrative Specialist – Medical Office Ops

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

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