Admin Assistant - Office of Faculty Affairs, Center City (Full Time) - Thomas Jefferson University & Jefferson Health

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.

EDUCATIONAL/TRAINING REQUIREMENTS:

• High School Diploma or GED (Bachelor’s preferred)

EXPERIENCE REQUIREMENTS:

• Previous administrative assistant in an academic/executive setting preferred.

ADDITIONAL INFORMATION:

Computer Skills:

• Intermediate level—Microsoft Office, Word, Excel and Powerpoint
• Outlook (calendar and email), Zoom, Doodle, Qualtrics, Survey Monkey
• Types at least 40 words per minute.

OTHER FUNCTIONS AND COMPETENCIES:

• Maintain and track incoming/outgoing mail, paperwork and signature requests.
• Pick up and deliver paperwork as needed.
• Utilize online scheduling and survey tools.
• Other duties as assigned to ensure smooth and efficient operations of the office.

PRIMARY FUNCTION:

Perform administrative duties as they relate to the Office of Faculty Affairs and the initiatives from that office including calendar management, assistance with meeting and room scheduling, file management, project support, data management, technical and administrative support, and taking meeting minutes.

ESSENTIAL FUNCTIONS:

• Provides direct administrative support to the Executive Assistant to the Vice Provost for Faculty Affairs.
• Schedules and coordinates meetings, makes conference room reservations and takes/transcribes meeting minutes as requested.
• Creates and maintains specialized reports, spreadsheets, records, and files required in connection with various Office of Faculty Affairs initiatives.
• Provides follow-up support as needed, especially as it relates to projects and initiatives involving university faculty meetings.
• Performs data entry and reviews data sets for accuracy.
• Assists in development and updates of policy-related documents.
• Supports and tracks the workflow of compliance documents to ensure accurate records of faculty external activities.
• Must be able to effectively work in fast-paced environment and demonstrate strong attention to detail.
• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

Please provide Cover Letter when applying for this role.