Renal Division Administrative Specialist

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

Job summary

Penn Medicine’s Renal Division seeks an Administrative Assistant to provide comprehensive support to faculty, coordinating patient appointments and clinic calendars while facilitating clear communication across the department and health system.

Under divisional leadership, you will maintain schedules, prepare documents, update faculty CVs, and ensure timely communication. Proficiency with Qgenda, Epic and Outlook is essential to keep operations efficient.

Qualifications

• H.S. Diploma/GED (Required).
• 2+ years' Experience in a high volume, time sensitive business environment.
• Detail oriented.
• Experience in credentialing and/or payer enrollment environments.

Responsibilities

• Provide comprehensive administrative support to Renal Division faculty, including managing correspondence, documents, reports, mail, and other materials; preparing and distributing letters and communications; maintaining organized files and records; and updating faculty CVs in FEDs.
• Coordinate faculty calendars and schedules, including clinical schedules, office hours, on-call schedules, meetings, and other professional commitments. Organize and arrange meetings, prepare necessary materials, and attend meetings and record minutes as requested.
• Support patient scheduling and clinical template management by scheduling and rescheduling appointments, generating bump lists, editing clinical templates, monitoring ambulatory schedules, utilizing waitlists to fill appointment openings, and conducting patient outreach to optimize faculty clinical time.
• Monitor and facilitate efficient daily operations, including identifying scheduling or administrative issues, coordinating follow‑up, and assisting with the onboarding and incorporation of new physicians to promote smooth and continuous office operations.
• Serve as a professional point of contact for faculty, patients, visitors, and internal departments, answering and screening telephone calls and inquiries, taking and appropriately routing messages, receiving visitors, and facilitating communication with the appropriate staff or department.
• Utilize Qgenda, Epic, and Outlook to support faculty scheduling and administrative coordination, including maintaining accurate provider schedules, managing calendars and appointments, coordinating schedule changes, and ensuring timely communication of scheduling updates and information.
• Coordinate administrative, facilities, and technology‑related requests by entering and following up on maintenance and IT tickets and communicating with appropriate departments to facilitate timely resolution of faculty and office needs.
• Perform duties in accordance with Penn Medicine and entity values, policies, and procedures, and support the unit, department, entity, and health system through additional responsibilities and projects as assigned

Skills

Administrative support

Calendar management

Communication

Microsoft Outlook

Epic

Qgenda

Education

High School Diploma or GED

Tools

Qgenda

Epic

Outlook

Job description

Penn Medicine’s Renal Division seeks an Administrative Assistant to provide comprehensive support to faculty, coordinating patient appointments and clinic calendars while facilitating clear communication across the department and health system.

Under divisional leadership, you will maintain schedules, prepare documents, update faculty CVs, and ensure timely communication. Proficiency with Qgenda, Epic and Outlook is essential to keep operations efficient.