Job Details

Under general supervision, an Administrative Assistant provides direct day-to-day administrative support to full-time and part-time faculty and academic staff in their academic program/s and/or in their College/School. They also provide face-to-face, telephone, and email customer service to faculty, students, staff, and alumni as well as to other constituents such as parents/guardians or external inquiries.

Job Description

Essential Functions

Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
Provides administrative support to full-time and part-time faculty, such as photocopying and scanning of course-related and program-related materials and College/School files; retrieving course schedules; making room reservations for Program-related events; preparing agendas and documents for meetings; taking and distributing meeting notes; preparing and distributing manuals, reports, and other Program-related materials; and orienting new full-time and part-time faculty to the procedures of the Program or office.
Supports faculty with different tasks, projects, and assignments such as: a) Responsibilities related to University/College Committees; b) Program accreditation and assessment; c) travel and lodging arrangements for professional travel sponsored by the Program; d) assists guests or Search Candidates with travel and lodging arrangements; and e) handles field trip logistics, such as transportation and field trip waivers.
Orders foods/meals for faculty meetings and Program-supported student events.
Answers phones; responds to emails; and greets faculty, staff, and students who are physically come to the academic office.
Maintains electronic and paper office files, such as faculty, student and program records in hard copy or digital versions, as appropriate.
Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed.
Supports Program Director/Chair of Department on activities related to the program.
Processes student forms related to course enrollment, advisement, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator.
Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs.
Other duties as assigned by the Program Director/Chair of Department.

Competencies (Knowledge, Skills, and Abilities Required):

Process requisitions and/or order office and instructional supplies.
Works with faculty and the University Book Store on text book orders, including ordering faculty desk copies.

Minimum Education and Experience Requirements:

Education:

High School Diploma Required. A Bachelor’s degree preferred.

AND

Experience:

1-3 years experience in an administrative setting. Experience in higher education preferred.
Experience working with an ERP and databases is preferred

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Primary Location Address

130 S 9th Street, Philadelphia, Pennsylvania, United States of America

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.

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