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Administrative Assistant - Cardiology Department PPMC

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Job ID: 200720
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Days 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?

The Penn Cardiology Department at Penn Presbyterian Medical Center has an Administrative Assistant opening.

  • The Administrative Assistant under direction from the Adminisatrative Business Manager organizes, manages, and completes business services requirements for each administrator. These business services will include (but not limited to) completing and processing business services reports, managing vendor payments and vendor relations, ordering and maintaining department supplies, scheduling meetings and coordinating and managing Human Resources administrative requirements.


  • Operational Duties and Responsibilities:
    Establishes friendly working relationships with practice contacts and outside partners, payers and/or suppliers to facilitate getting done
    Often assumes short-term responsibility for tasks that lie outside of his/her roleIs respected and perceived as making a significant contribution to the team
    Provides coaching and feedback to colleagues
    Identifies opportunities for improvement; takes accountability for broader initiatives
    Responds to patient, third party and corporate needs in an efficient and timely manner
    Demonstrates knowledge of the health system and the industry
    Works effectively with available resources to meet deadlines Independently prioritizes all work
    Transcribes dictation and types final copies of letters and documents with accuracy
    Prepare draft letters as needed and answers correspondence as required
    Copies and distributes outgoing correspondence
    Develops and maintains filing and ticket systems for incoming and outgoing correspondence to support department so that they can be easily accessed by incumbent and others
    Receives, opens, prioritizes, and distributes mail, and performs general office duties
    Collects information from physicians, other practice personnel, and corporate as required
    Communicates with practices and other corporate departments in a professional and timely manner
    Responds to practice and corporate requests promptly demonstrating a knowledge of the department's function and activity
    Communicates with consulting firms to facilitate their work being done
    Asks for help from other department assistants/staff when appropriate
    Offers help to other department assistants/staff when appropriate
    Organizes and assembles materials for meetings
    Takes detailed notes at internal meetings
    Produces special charts, proposals, and meetings agendas using a variety of software products
    Maintains calendar and appointment schedules
    Promptly communicates all changes being made to schedule Prepares travel arrangements as needed
    Coordinates meetings and special events upon request
    Updates records according to protocol
    Organizes files into chronological
  • Customer Service:
    Courtesy and politeness
    Friendliness, concern for each patient's well being
    Sensitivity and prompt responsiveness to patient's wants and needs
    Cooperation with and helpfulness to the patient, members of the patient's family, visitors and co-workers
    Pride in self, professionals and the hospital
    Respect for other people Team Partner:
    Key Team partners include: Patient Access Tem including Financial Counseling, Nursing Management, Clinical Resources Management, SPU staff, Physician Office staff, CBO management.
    Shares resources and information across boundaries to ensure customer needs are met and status of the revenue cycle is maximized
    Supports proactive communication to enable high performance of all individuals
  • Communication Skills:
    Appropriately and effectively with supervisors, nurse managers, peers, patients/customers and outside agencies
    Follow professional and proper telephone etiquette using interpersonal skills and required job knowledge (LIST)Core Values: Proactively shares information and trends
    Treats colleagues and staff with dignity and respect
    Ensures absolute confidentiality
    Creates a work environment that attracts and retains key talents
    Facilitates the identification of common goals
    Identifies opportunity for improvement
    Prioritizes own work with minimal involvement of supervision
    Takes personal responsibility for Department Performance

Minimum Requirements:

  • H.S. Diploma/GED (Required)
  • 2+ years of related experience. 
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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