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Staff Assistant

Job ID: 204170
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Full time regular

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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?

Job Title: Staff Assistant
Department: Pathology Administration 
Entity: CPUP
Location: Hospital of the University of Pennsylvania - 3400 Spruce St
Hours: Full time M - F


  • This highly responsible position provides extensive managerial and administrative support for faculty members of the Pathology Department. Under minimal supervision, this individual will need to use considerable judgment, creativity and analysis in designing, interpreting and implementing procedures which emphasize expediency and responsiveness to effective decision making. Support includes, but is not limited, to independent project work, calendar management, document preparation/distribution, frequent and clear communication across department and entity, and demonstrated proficiency in software packages.


  • Provide extensive and complex administrative support to the department as a whole, up to 4 subspecialist per team.
  • Perform secretarial duties, including coordination of transcription using EPIC and CERNER.
  • Making changes to daily and master schedules in EPIC and CERNER and maintaining the physician’s patient schedules in EPIC and CERNER.
  • Assemble and organize patient schedules for the Outreach Facilities.
  • Tracking the timely return of completed documents.
  • Printing letters on letterhead and retrieving signatures from physicians.
  • Preparing documents for mailing.
  • Receive physicians' mail, labs, and reports.
  • Organize and arrange schedules for faculty. 
  • Update and maintain all aspects of the EPIC and CERNER scheduling systems.
  • Working with MD's to create and maintain current schedule templates.
  • Generating bump lists and printing discrepancy reports, if necessary.
  • Schedule interviews for the Fellowship Program.
  • Set up and maintain schedule for off-site Fellows for rotations.
  • Coordinate for new faculty and staff for certification of computer systems.
  • Gather, organize and disseminate materials for lectures.
  • Screen inquiries, answer telephone calls; respond to inquiries and provide information as appropriate.
  • Receive and assist visitors, referring them to the appropriate individuals.
  • Index and file correspondence, records and reports.
  • Maintain calendar on computerized software and arrange travel and meetings.
  • Assist with the incorporation of new physicians.
  • Retrieve and copy articles/references for physicians, as needed.
  • Exercise considerable judgment, creativity and analysis in designing, interpreting and implementing office procedures to maintain smooth, continuous operations of the office.
  • Maintain strictest confidentiality.
  • Non-Essential Functions: Back-up to administrative staff as needed.

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • And 5+ years High Level Administrative Assistant Role
  • Associate of Arts or Science in Healthcare or related field may be considered in place of some 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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