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Executive Secretary- Department of Physical Plant- Hospital of the University of Pennsylvania

Job ID: 157618
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Oct 20, 2022
Work Schedule: To Be Determined

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

The Department of Physical Plant at the Hospital of the University of Pennsylvania is seeking a Full-Time Executive Secretary:


· Responsible for the wide range of administrative and support tasks, special assignments for the Asst. Executive Hospital Director for Facilities, including some administrative assistance to his/her direct reports and subordinates (approximately 5-6).
 · Duties include, but are not limited to preparing meeting materials, maintain payroll overtime reports, calendar coordination, routine office/equipment maintenance, e-mail / telephone correspondence, schedule interviews, ordering supplies, and travel arrangements.
· Maintaining compliancy of employee evaluations, TB and Flu shots and training.
· Coordination and oversight of the Hospital’s Utility Shut-down process.
· Creating and managing a log of employee pagers, cell phone, etc., updating demographic information for on-call supervisor’s reference.
· Support Facilities searches and related calendar and meeting preparation / scheduling / coordination. 
· Maintenance and distribution of TJC preparation materials.
· The incumbent maintains high level of confidence and uses good judgment in prioritizing tasks and carry out routine daily tasks.

 Education or Equivalent Experience: 

H.S. Diploma/GED (Required) 
Associates degree or business school (Preferred)
5+ years of experience providing administrative support (Required) 

Work Requirements: 

Proficiency in using Microsoft Office applications (and ability to quickly learn and adapt to other software packages).
Must have the ability to work in a fast-paced environment, to handle multiple priorities/tasks, and to be able to follow through to completion.
Exceptional customer service skills required.
Strong organizational skills, interpersonal skills and diplomacy required.
Must have the ability to acknowledge and manage confidential information.
Must be well organized and show strong attention to detail.
Must have the ability to handle multiple priorities. 

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

    Live Your Life's Work

    We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

       Current UPHS employees must apply HERE
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