Administrative Coordinator

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 Coordinator - Penn Primary Careprovides support for the Physician Executive and Chief Administrative Officer for Penn Primary Care. Support includes, but is not limited to, communications management (creative writing for newsletters, announcements, PowerPoint), independent project work, complex calendar management, event planning and management, and demonstrated proficiency in software packages.

Accountabilities

• 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.

• Advanced Communications Support: creates newsletters and other key documents for dissemination to a broad audience. Able to transform concept and basic words into graphic displays to showcase key concepts. Maintains on-line presence via SharePoint.

• 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.

• General 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.

• Project Coordination: assists leadership and key stakeholders in managing project steps and timeline to ensure successful completion of Primary Care goals and objectives.

• Critical Thinking: takes ownership of issues as they arise and troubleshoots for resolution. Works independently and proactively to address concerns raised - escalating issues to management as needed and appropriate.

• Document Preparation: in addition to meeting materials, drafts memos and letters, agreements, 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 various financial requests (reimbursements, invoices, etc), 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 or Bachelors degree in communications or similar field

· 0-1 years experience in creative writing for business

· 3+ years administrative office experience ideally in support roles for executive/senior leadership

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

· Knowledge of healthcare operations, terminology, and data structures.

· Graphic design skills for PowerPoint and/or other communications (newsletters, etc).

· Project management skills - ability to prioritize project activities and multiple overlapping deadlines.

· Creative writing skills for business

Department: Administration and Operations

Address: Penn Medicine Hospice- 150 Monument Road