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Administrative Assistant - HUP Molecular Pathology

Job ID: 179512
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Apr 14, 2023
Work Schedule: Full Time, Day Shift, 40 hours per week

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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?


Responsible for general administrative, faculty academic affairs, and educational support within the Division of Precision and Computational Diagnostics (PCD). This position provides administrative support for several faculty members and staff with calendar management, scheduling meetings, assisting with reimbursements, updating curriculum vitae (CV), and other administrative tasks. Some tasks and responsibilities may be performed in conjunction with other administrative personnel in the Division. This position will also directly support the Molecular Genetic Pathology (MGP) Fellowship program. They will help manage the day-to-day operations of the program and serve as a liaison with learners, faculty and other staff members, as well as the Graduate Medical Education (GME) office and the Accreditation Council for Graduate Medical Education (ACGME). The program coordinator will assist the program director and associate program director in accreditation efforts, educational programming, recruitment activities, and support of fellows.

The successful candidate will be organized, resourceful, take initiative and demonstrate excellent follow-through. Must be articulate and possess excellent verbal and written communication skills. The candidate must be comfortable with multi-tasking with close attention to detail, accuracy, and timeliness. Excellent computer skills; highly experienced in Windows operating system and Microsoft Office suite including Teams, Outlook, Excel, and PowerPoint. In support of the MGP fellowship program, the administrative assistant is a member of the leadership team and is critical to the success of the program. As such, the administrative assistant must possess skills in leadership and personnel management. Experience with GME administration is preferred.


    • Provides administrative support to faculty within the Molecular Pathology and Rittenhouse Molecular Laboratories and other operational staff within the Division of PCD. Includes:
    • Calendar management as well as Fellow and Service Schedule Rotations, updating FEDS, reimbursement and fund tracking, coordinating complex meetings and other clinical and academic activities as assigned
    • Maintain an up-to-date contact list for PCD, answer and screen all phone calls; take appropriate messages or delegate calls to proper support staff
    • Help coordinate Divisional meetings and activities, make travel and lodging arrangements
    • Proofread and format letters with attentions to detail, grammar and punctuation
    • Provides administrative support to the Molecular Pathology and Rittenhouse Molecular Laboratories and staff
    • Communicate effectively with faculty, trainees, and laboratory staff
    • Submit purchasing requests, as needed
    • Perform duties as the MGP Fellowship Coordinator – 20% or one day/week equivalent, devoted to supporting the MGP Fellowship as the coordinator, as supported by the ACGME
    • Help manage the day-to-day operations of the program and serve as an important liaison with learners, faculty, other staff members, GME office and the ACGME
    • Assist the program director in accreditation efforts, educational programming, recruitment, and support of fellows.
    • Provide support to the PCD Development Team as specified by the Assistant Director of Assay Development and the Research and Development Coordinator
    • Manage Research and Development (R&D) meetings and sending agendas in a timely manner
    • Support Research and Clinical Trial requests by monitoring requests, coordinating new requests with the committee, updating general information on progression of projects, soliciting and tracking faculty leads, work with Administrative Director on billing requests and receipts
    • Additional administrative and academic functions within the Division of PCD as needed and assigned
    • May work independently or in conjunction with other administrative personnel in the Division of PCD on complex administrative tasks.

        Education or Equivalent Experience:

        • High School Diploma/GED and 3+ years of administrative support experience (Required)
        • Bachelor's Degree preferred

        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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