Administrative Assistant II

Job Details

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

• Manage calendars and schedule meetings, including coordinating multiple Zoom meetings.

• Handle correspondence for multiple faculty members, including composing routine letters, memos, and announcements.

• Oversee and update individual research faculty websites.

• Create and maintain specialized reports, records, and files.

• Assist with the planning, implementation, and completion of various projects as assigned by the Vice Chairs.

• Provide administrative support to JCLS Course/Program Directors and faculty with significant teaching responsibilities.

• Organize and coordinate meetings, conferences, seminars, and other events.

• Support the faculty search committee by managing the candidate application database, developing itineraries, and ensuring smooth interview day logistics, including room reservation's, seminars, meals, and travel arrangements.

• Coordinate outreach and solicitation letters and handle arrangements with external venues (e.g., catering, seating, A/V, security).

• Manage travel and lodging arrangements for visitors.

• Process all reimbursements for travel and expenses related to research activities and conferences.

• Other duties as assigned.

Competencies (Knowledge, Skills, and Abilities Required):

• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines while maintaining accuracy and attention to detail.

• Strong written and verbal communication skills, with the ability to compose clear correspondence and engage effectively with faculty, staff, and visitors.

• Ability to handle sensitive information with professionalism and maintain confidentiality in all administrative tasks.

• Strong interpersonal skills to provide excellent customer service when interacting with colleagues, visitors, and external partners, ensuring a professional and positive experience.

• Strong sense of responsibility and ownership of tasks and duties.

• Strong customer service skills when interacting with faculty, staff, students, and external partners.

Minimum Education and Experience Requirements:
Education:

• High school diploma required; Associate's degree or Bachelor's degree Preferred.

AND

Experience:

• Minimum of 2-3 years of administrative support experience.
• Previous experience in a similar administrative role preferred.

Additional Information

• Microsoft Office Suite and web design experience desired

Work Shift

Worker Sub Type

Primary Location Address

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.