Administrative Coordinator

Description

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 Care Associates

Department: Inpatient Physician Services

Location: Pennsylvania Hospital- 800 Spruce St

Hours: Full-Time

 

Job Summary:

The Administrative Coordinator provides support for the Associate Director of Hospital Medicine in maintaining a customer service focus, assisting in meeting or exceeding patient satisfaction, and providing advanced administrative support. Support includes but is not limited to independent project work, calendar management, document preparation/distribution, 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, including conference room management. 
• 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.
• Communication: responds to all requests for information in a timely manner, via telephone and/or in-person, communicates with all levels of the organization with professionalism, disseminates information to appropriate parties as requested. Scanning of patient information/documentation into PennChart as needed.
• Critical Thinking: takes ownership of issues as they arise and troubleshoots for resolution. Works independently and proactively to address concerns raised by the practices - escalating issues to management as needed and appropriate.
• Document Preparation: in addition to meeting materials, draft letters, PA52s, 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, office supplies, employee files, and data up to date and easily reached.
• Office Support: processes Pennfor requests, receives and distributes mail.
• CME and Grand Round coordination; including processing of physician expenses. 
• 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

Qualifications:

• High School Diploma (Required)
• 3+ years of administrative office experience (Required)

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.