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Administrative Assistant

Job ID: 124839
Clerical/Administrative
FT
Philadelphia, PA, United States
Apr 19, 2022

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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?

Summary:

  • The Administrative Assistant under direction from the Associate Executive Director 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.

Responsibilities:

  • 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 role
  • Is 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 tickler 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 order
  • Patient/Customer: 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: Communicates 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

Credentials:

    Education or Equivalent Experience:

    • 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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