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Sr Administrative Coordinator (hybrid)

Job ID: 166200
Category: Clerical/Administrative
Work Type: FT
Location: Bala Cynwyd, PA, United States
Date Posted: Jan 5, 2023
Work Schedule: Hybrid - 8:00-4:30 M-F

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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 Senior Administrative Coordinator provides administrative support for the business operations of Penn Primary Care (PPC) and Penn Specialty Practices (PSP) of PMMG: independent project work, calendar management, document preparation/distribution, and demonstrated proficiency in software packages. The incumbent also serves as a primary contact for trouble-shooting operational issues, is responsible for training of new staff on operational responsibilities, and works collaboratively with management to build a cohesive and efficient team.


  • Training: responsible for training new Administrative Coordinators to the department: ensures understanding and
  • competence on job responsibilities.
  • Operational support SME: serves as subject matter expert for all operational support inquiries; trouble-shoots issues as they arise.
  • Work distribution: distributes work to Administrative team as necessary to ensure operations flow efficiently. Serves as back-up coverage to Manager.
  • Calendar Management: schedules meetings, prepares documents/materials for meetings, promptly communicates schedule changes as they arise, distributed materials as requested, takes minutes as requested. Manages travel arrangements for meetings as required.
  • Event Planning: participates in event planning activities, such as invitation management, catering, room identification and scheduling, event set up/clean up activities, material preparations, and audio/visual tech needs. Troubleshoot event on day of event.
  • Communication: responds to all requests for information in a timely manner, communicates with all levels of the organization with professionalism, disseminates information to appropriate parties as requested.
  • Critical Thinking: takes ownership of issues as they arise and troubleshoots for resolution. Works independently and proactively to address concerns raised by the practices - escalating issues to management as needed and appropriate.
  • Document Preparation: in addition to meeting materials, draft letters, and other documents as requested. Will also generate reports, prepare PowerPoint slides, create charts/spreadsheets as needed.
  • Organization: maintains clear, concise, and accurate filing systems to keep materials, information, and data up to date and easily reached.
  • Office Support: processes purchasing and/or reimbursement requests, receives and distributes mail; processes practice deposits on a rotation basis.
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
  • Other duties as assigned to support the unit, department, entity, and health system organization

Minimum Requirements

Required Education and Experience

  • Associate's Degree and 6+ years administrative office experience. (Additional experience could serve as proxy for degree.)

**Bachelor's Degree can be considered in lieu of some experience

Required Skills and Abilities

  • Ability to use Microsoft Office (Excel, Power Point, Word)
  • Strong written and communication skills; ability to interact professionally with a diverse group of clients and staff
  • Must be attentive to detail
  • Ability to utilize critical thinking
  • Ability to multi-task
  • Work independently and as a team player
  • COMMUNICATION: Able to translate complex information into simple explanations
  • COMMUNICATION: Demonstrated customer service skills
  • Knowledge of healthcare operations, terminology, and data structures.

Position Address: Penn Medicine Hospice- 150 Monument Road

As part of our COVID-19 response, this position may currently be offering partial or full remote work. However, in the near future this position will require full or partial on-site work.

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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