Assistant to the Chair - 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 required; college education preferred.

EXPERIENCE REQUIREMENTS:

• Minimum of 5 years’ experience working within an academic institution supporting the Chair and/or senior leadership.
• Excellent communication skills, both verbal and written, is required.
• Must be computer literate using Microsoft Word, PowerPoint, Excel, and Outlook; experience with Concur, Interfolio are highly preferred.
• Must exercise judgment and discretion in handling requests, appointments and telephone calls.  Dealing with sensitive and timely information in strict confidence.
• Must be detail oriented and well organized.  Manage faculty recruitment, appointments and credentialling issues.  Working with the Dean’s Office, Medical Staff Office, Office of International Programs  and other appropriate departments externally & internally.
• Coordinate and manage meeting planning activates and travel arrangements.   

PRIMARY FUNCTION:

This position performs full administrative support to the Chair of the department in a timely, efficient and confidential matter.  Works closely with the Administrative Assistant and others to coordinate meetings and other executive activities for the Chair. This position is the point person for all provider recruitment, enrollment and separation process.  Works with the administrative support staff to ensure appointments, credentialing, and other related issues are satisfied timely and efficiently.  Reporting to the Chairman and Administrator of the Department, this position provides staff support to the Chairman and Administrator.

CORE FUNCTIONS AND COMPETENCIES:

• Coordinates new physician and provider interviews and related recruitment issues.  This includes scheduling appropriate interviews, booking of travel and reimbursement.
• Responsible for the completion of faculty appointment, works with the Chair, administrative staff, Medical Staff Office to ensure application is submitted timely and accurately.  Works with the Chair, Administrator and staff on the onboarding/separation process of faculty.  This includes offer letters and contracts in the medical staff application.
• Coordinates faculty evaluations with the Chair and physicians in a timely and efficient matter.  This position is the point person for the Interfolio application and assists the faculty in the appropriate completion of all appropriate forms.
• Coordinates Grand Rounds and other related CME series for the Chair and department as necessary.   This includes working with the Grand Rounds Committee to establish list of invited speakers.  Working with faculty and guests as it relates to the lecture, travel and other related details.
• Receives and screens telephone calls for the Chair; screens letters and/or visitors, seeks answers to routine questions and furnishes information, when possible and appropriate.
• Works with the Chair and other faculty members in the faculty promotion process.  Works with members of the medical college and others to assist in the promotion process as needed.
• Coordinates all departmental administrative meetings, including taking and sending minutes when appropriate.  Compiles annual academic year calendar and distributes as appropriate.
• Makes travel arrangement for attendance of Chair at conferences, seminars, lectures, etc. by making hotel and travel arrangements, insuring payment of registration fees, requesting expense checks for advances, etc.
• Assembles data, prepares administrative reports, and prepares or assists in the preparation of departmental business correspondence.
• Maintains control of all professional memberships, periodicals and subscriptions including expirations, renewals, payments, for the Chair and others as needed.
• Provide back up to others as needed.
• Demonstrate reliability in meeting deadlines and completing responsibilities in the highest confidential matter.
• Effectively express self.  Listen attentively.  Create a climate of open communication.  Respect confidentiality and privacy.
• Keep Chairman and Administrator well informed of status of assignments.  Respond to requests and leadership of supervisor.  

Responsible for:

1. Understanding and striving to achieve the organization’s mission 
2. Safeguarding the privacy of all patients, students, long-term care residents, employees and visitors, and protecting the confidentiality of all related information entrusted to your care
3. Using communication and computer systems and other equipment only for purposes of conducting your employer’s business
4. Maintain the confidentiality of any password of other security devices issued to me by my employer
5. Limiting your access to such confidential information as required to perform the duties and responsibilities assigned to you
6. Regarding and understanding your employer’s policies regarding confidential information
7. Understanding that TJUH has a “Staff Rights” policy in which the hospital recognizes that some employees may have cultural values and ethical or religious beliefs that may at times be in conflict with the employees’ assigned responsibilities for the provision of patient care.  You understand that TJUH will make reasonable accommodation in making staffing assignments for such employees, provided the employees have notified their supervisors of the objections to particular assignments in accordance with the hospital’s policy.  (see policy title:  Accommodation of staff based on cultural values, ethics and / or religious beliefs)

• Performs other related duties as assigned.