Executive Assistant
Job ID: 136457
Clerical/Administrative
FT
Media, PA, United States
Jun 13, 2022
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 Executive Assistant (EA) will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. S/he will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. S/he will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite.
Responsibilities:
| o General operations Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies. Complete all annual in-service programs and other compliance requests either online, in person, andor in writing as established by UPHS and Department policies. |
| o Office management Manage the routine operation of the Chair’s Suite, which includes oversight of the administrative support staff of the Vice Chairs and Executive Leadership Ensure efficient operations, including adequate coverage as appropriate Approve time-off Evaluate performance Manage and maintain complex calendars of the Chair, COO, COS Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives Ensure that executives are prepared for meetings Coordinate travel arrangements Develop itineraries Process reimbursements and payments Manage incoming calls and email |
| o Reports Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc Research available sources thoroughly to gather requested or needed information |
| o Written communication/documents Prepare, edit, and distribute various materials Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements Maintains files and records |
Credentials
Education or Equivalent Experience:
- H.S Diploma/GED and 5+ years Related experience, prior experience supporting a senior level executive, project coordination
- Associates Degree preferred 2+ years health care academic environment, supervisory experience.
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.
