Administrative Assistant, Medicine-Surgery Development Team - Thomas Jefferson University & Jefferson Health

Provides administrative and general office support in the Office of Institutional Advancement for the fundraising team for Jefferson’s Departments of Medicine, Family and Community Medicine, and Surgery. Schedules meetings, pulls data/reports, makes on-campus deliveries, provides telephone support, composes routine correspondence, and maintains e-files. Will become proficient with specific fundraising software programs such as Raiser’s Edge and Qlik. Maintains confidentiality of information regarding donors and patients. 

ESSENTIAL FUNCTIONS:

• Provides administrative support for senior members of the Medicine/Surgery fundraising team. Prepares for upcoming meetings with follow-up actions and takes meeting notes.
• Maintains calendars, schedules/confirms appointments, and coordinates arrangements for travel, meetings and conferences.
• Maintains intuitively organized electronic and physical files for email, correspondence, documents, projects and proposals.
• Coordinates projects for philanthropy champion program with Jefferson physicians. Generates customized letters, obtains signatures, records actions, adds future actions with reminders and keeps track of status of all referrals/letters within process.
• Prepares customized acknowledgement letters for recent gifts, tributes and other donor correspondence. Prepares other mailings for individuals/groups as needed.
• Prompts awareness of gifts in honor of doctors/programs or tribute gifts for timely notification and thanks from physician/department, which requires drop-offs/errands around our Center City campus
• Handles internal and external telephone and email inquiries with key stakeholders, including Jefferson, donors, faculty and staff.
• Assists with third party fundraising, cultivation and stewardship events.
• Creates and organizes effective presentations and reports.
• Maintains library of documents/press or other information for use with prospective and current donors.

Interacts with co-workers, visitors, and other staff consistent with Jefferson values.

OTHER FUNCTIONS AND COMPETENCIES:

• Prepares and maintains electronic and paper files, as well as facilitate record updates for constituents in the Raiser’s Edge database.
• Assists with special projects including major gift officer signature events throughout the year. 
• Opens, prioritizes, and delivers in-house mail. Retrieves and distributes out-box materials to appropriate department.   
• Processes employee travel reimbursements and request for payments.
• Coordinates general office requests, inventory and orders supplies.
• Other duties as assigned.

EDUCATIONAL/TRAINING REQUIREMENTS:

·High School Degree – College preferred or equivalent level of professional experience required

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CERTIFICATES, LICENSES, AND REGISTRATION:

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EXPERIENCE REQUIREMENTS:

• 0-2 years experience providing secretarial support in a busy office environment, preferably with experience in a health related or educational institution.

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ADDITIONAL INFORMATION:

• Strong computer aptitude including a working knowledge of Microsoft Office in Windows environment: MS Word, Excel and Power Point.
• Experience with Raiser’s Edge or similar CRM database preferred.
• Strong organizational and project management skills required.
• Exhibits strong interpersonal skills, great initiative, and an aptitude for teamwork.
• Anticipates needs, assists with workflow management and generally operate in a proactive manner to provide high-level administrative support.

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University.  If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

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.