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Administrative Services Coordinator

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Job ID: 176728
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: 8hr Days

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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 Administrative Services Coordinator for the Director of the Electrophysiology Program at HUP is responsible for supporting a heavy clinical practice. The incumbent will provide expertise in administrative and project coordination, communications, and event management. The Administrative Coordinator is a key point of contact for important clinic operating functions such as responsible for all patient care responsibilities from scheduling patient office visits in 3 locations, coordinating and scheduling EP lab procedures, to communication back to the referring physician for the EP program director. Managing the epic schedule for 3 locations and calendars. Implementation and management of follow-up items from meetings, and maintaining administrative oversight of meeting schedules in a highly dynamic and complex setting. Programmatic responsibilities as assigned. Tech savvy individual with high organizational skills, excellent communication skills, and critical thinking. Leadership capabilities. Very heavy call volume practice. Cross covering additional physicians in the practice, as needed. Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents and requests reimbursements. The Administrative Coordinator manages routine office administrative functions, as well as provides high-level programmatic support as needed. Assists the Electrophysiology Program at the University of Pennsylvania Health System in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets.

    This position is an advancement for an Administrative Assistant that is looking for the next step in his/her career that likes complexity and work volume. 

Administrative Duties

•Compilation and submission of expenses for travel, subscriptions, memberships and books for re-imbursements in a timely fashion.

•Maintain multiple calendars/schedules, surgery schedule, office hours and meetings.

•Answer and screen all phone calls. Take appropriate messages or delegate calls to appropriate support staff.

•Make travel and lodging arrangements.

•Other administrative duties as required to support program needs

Clinical Duties

•Assists attending physician with outpatient office hours.

•Schedule required procedures for patients at attending physician’s direction. This includes completion of chart management and PSM forms and follow-up to ensure that all necessary preadmission testing has been scheduled and results are available prior to procedures.

•Copy and disseminate follow-up patient correspondence, reports, and discharge notes to patients and referring physicians.

•Assist patients with referrals, scheduling for follow up visits, questions on pre-operative preparations of procedures and admissions.

•Answer heavy call volume. All EP patient calls come to the practice.

•Provide cross coverage for designated co-workers per guidelines and as directed by supervisor.

•Copy and disseminate follow-up patient correspondence, reports, and discharge notes to patients and referring physicians.

•Provide cross coverage for designated co-workers per guidelines and as directed by supervisor.

Research Related Responsibilities

•Interact with individuals/patients associated with clinical trials as well as supply information to patients enrolled in these studies.

•Schedule follow up studies as directed by the trial protocol.

•Coordinate submission and approval of journal articles, manuscripts and permissions as directed.

•Other duties as assigned to support the unit, department, entity, and health system organization

    Education or Equivalent Experience:

    • Bachelor of Arts or Science
    • Bachelor's Degree preferred.
    • H.S. Diploma/GED (Required)
    • H.S. Diploma/GED Required and 3-5 years of experience working with leadership in an academic healthcare or complex system environment.

    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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