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Administrative Assistant

Job ID: 218310
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Monday - Friday | 8:30am - 5:00pm | Onsite

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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?

Entity: Clinical Practices of the University of Pennsylvania (CPUP)

Department: Med Genetics

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: Monday - Friday | 8:30am - 5:00pm | Onsite 


Responsible for clerical support within the department to include administrative, clinical and research related duties.


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 divisional 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 surgery.
  • 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 and surgical admissions.
  • Ensure that all operative reports and encounter forms are turned in for billing within designated timeframes.
  • 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.

Additional Duties:

  • 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.


  • High School Diploma/GED (required)
  • And 3+ year's experience; a combination of education and experience will be considered.

Skills and Abilities: 

  • Communication: Ability to communicate with internal and external constituents.
  • Other: Ability to follow oral and written instructions
  • Technology: Ability to use Microsoft Word.
  • Technology: Ability to use Microsoft Outlook.
  • Technology: Ability to use Microsoft Excel.
  • Technology: Ability to use Microsoft Power Point.
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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