Administrative Assistant (JCHP) - Full Time
Jefferson, Phila, PA, United States
Physician Assistant Program Didactic Administrative Assistant
Performs day-to-day communications and administration operations of the Physician Assistant Program. In this position, the Didactic Administrative Assistant is responsible for managing the didactic administrative aspects of the didactic phase of the program. The position reports directly to the Program Director but will have operational supervision by the Director of Didactic Education, Program Coordinator, and the Didactic Faculty. Other duties at discretion of Program Director/Department Chair.
Job Description
Essential Functions
Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
Carries out administrative tasks that support curricular delivery, accreditation efforts, data collection, tracking and monitoring expenses, program organization, and communication of program policy to students
Assists with marketing efforts through communication with the Admissions department and maintenance of the program website. Attends departmental and university meetings as appropriate
Coordinates yearly recurring events for the department such as admissions, new student orientation, on-campus intensives, matriculation, and graduation.
Maintains current, organized files for: prospective, admitted students, graduates, budget, purchase requisitions, reimbursements, personnel forms, work orders, program faculty.
Supports applicants and students through graduation utilizing email, EXXAT, and Canvas.
Maintains current office supplies, simulation equipment, vendor licenses, and manages departmental accounts receivable/payable and bookkeeping for the program.
Organizes on-campus intensives including transport of simulation aids, booking rooms and A-V equipment, and attending sessions to assist with coordination.
Enters, organizes, and maintains accreditation materials under the instruction of the Program Director.
Organize and supervise tasks for work/study student(s); instruct and oversee the performance thereof, under Executive Associate supervision.
Safeguard the confidential nature of information or data prepared or received, and ensure that proper precautions are taken to protect such material against unauthorized use or availability.
Copy correspondence, educational materials, reports and other materials, as required by faculty and staff.
Execute routine intercampus errands and tasks required for the efficient operation of the department.
Maintain the organization and maintenance of files and records for the Program help perform administrative duties for PA Program Academic and Clinical Coordinators.
Receive most incoming telephone traffic, answering pleasantly with tact and diplomacy, and give information to callers or direct them to the proper receiver; carefully take accurate messages and deliver them promptly to the proper receiver.
Oversee service to adjunct faculty, guest lecturers and all other School and University administrators, departments, or persons requiring them.
Transmit all books and office supplies purchases approved by Department Chair, maintaining files of all pending and completed items.
Competencies (Knowledge, Skills, and Abilities Required):
Proficiency and comfort with Microsoft Office (includes Word, Excel and Access)
Ability to learn and adapt to new software and applications
Ability to organize and manage multiple tasks, including operational tasks and long-term projects
Comfort in working as a team with multiple personalities and supervisors
Minimum Education and Experience Requirements:
Education:
High School Diploma. Bachelor's degree preferred.
AND
Experience:
3 Years' experience, computer proficiency including Microsoft Office.
Work Shift
Workday Day (United States of America)
Worker Sub Type
Regular
Employee Entity
Thomas Jefferson University
Primary Location Address
130 S 9th Street, Philadelphia, Pennsylvania, United States of America
Performs day-to-day communications and administration operations of the Physician Assistant Program. In this position, the Didactic Administrative Assistant is responsible for managing the didactic administrative aspects of the didactic phase of the program. The position reports directly to the Program Director but will have operational supervision by the Director of Didactic Education, Program Coordinator, and the Didactic Faculty. Other duties at discretion of Program Director/Department Chair.
Job Description
Essential Functions
Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
Carries out administrative tasks that support curricular delivery, accreditation efforts, data collection, tracking and monitoring expenses, program organization, and communication of program policy to students
Assists with marketing efforts through communication with the Admissions department and maintenance of the program website. Attends departmental and university meetings as appropriate
Coordinates yearly recurring events for the department such as admissions, new student orientation, on-campus intensives, matriculation, and graduation.
Maintains current, organized files for: prospective, admitted students, graduates, budget, purchase requisitions, reimbursements, personnel forms, work orders, program faculty.
Supports applicants and students through graduation utilizing email, EXXAT, and Canvas.
Maintains current office supplies, simulation equipment, vendor licenses, and manages departmental accounts receivable/payable and bookkeeping for the program.
Organizes on-campus intensives including transport of simulation aids, booking rooms and A-V equipment, and attending sessions to assist with coordination.
Enters, organizes, and maintains accreditation materials under the instruction of the Program Director.
Organize and supervise tasks for work/study student(s); instruct and oversee the performance thereof, under Executive Associate supervision.
Safeguard the confidential nature of information or data prepared or received, and ensure that proper precautions are taken to protect such material against unauthorized use or availability.
Copy correspondence, educational materials, reports and other materials, as required by faculty and staff.
Execute routine intercampus errands and tasks required for the efficient operation of the department.
Maintain the organization and maintenance of files and records for the Program help perform administrative duties for PA Program Academic and Clinical Coordinators.
Receive most incoming telephone traffic, answering pleasantly with tact and diplomacy, and give information to callers or direct them to the proper receiver; carefully take accurate messages and deliver them promptly to the proper receiver.
Oversee service to adjunct faculty, guest lecturers and all other School and University administrators, departments, or persons requiring them.
Transmit all books and office supplies purchases approved by Department Chair, maintaining files of all pending and completed items.
Competencies (Knowledge, Skills, and Abilities Required):
Proficiency and comfort with Microsoft Office (includes Word, Excel and Access)
Ability to learn and adapt to new software and applications
Ability to organize and manage multiple tasks, including operational tasks and long-term projects
Comfort in working as a team with multiple personalities and supervisors
Minimum Education and Experience Requirements:
Education:
High School Diploma. Bachelor's degree preferred.
AND
Experience:
3 Years' experience, computer proficiency including Microsoft Office.
Work Shift
Workday Day (United States of America)
Worker Sub Type
Regular
Employee Entity
Thomas Jefferson University
Primary Location Address
130 S 9th Street, Philadelphia, Pennsylvania, United States of America