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?

Job Title:Administration Assistant

Entity: HUP

Department: Cardiology Lab

Location: Hospital of the University of Pennsylvania, 3400 Spruce Street, Philadelphia, Pa

Hours: Full Time, 40 hours per week, per departmental needs

*Competitive Benefits, Career Growth Opportunities and Tuition Assistance at University of Pennsylvania! *

Summary:

• The Administrative Assistant manages, plans and coordinates daily office activities for the Office of Medical Affairs, primarily for the Centralized Verification Organization (CVO), and provides technical writing support to work teams.

Responsibilities:

• Manage and maintain the accounts payable function by ensuring that all reimbursement requests for payment are processed accurately and timely in order to ensure continued excellent working relationships with our vendors and staff, including: Departmental expense invoices from vendors

• Travel & expense reimbursement requests from staff

• Certain invoices and reimbursements for staff outside of OMA that are charged to the OMA accounting unit.

• Manage the internal OMA/CVO/MSO desktop procedure website(s). Is responsible for the format of those sites to ensure consistency of organization and content. Provide technical writing services upon request to OMA teams as they develop and maintain desktop procedure documents. Meets with subject-matter experts to ensure topics are completely designed Generates innovative ideas for content. Review and/or edit content developed by other members of the team Determines the clearest and most logical way to present information for greatest reader comprehension. Analyzes information required for the procedure documents and forms documentation

• Collect payment for provider application fees. Complete appropriate supporting documentation (paper or web-based, required), and follows established processes to ensure timely deposit and department credit.

• Administer conference and travel arrangements including air travel and surface transport, lodging for groups and individuals.

• In advance of each fiscal year, complete meeting calendar, obtain approval from stakeholders, and submit to OMA managers for distribution /publication. Make room, audio/visual and catering arrangements for regular meetings, as/if required

• Manage office supply inventory and order as needed to ensure adequate inventory levels within the department. Evaluate supply requests and order the cost-effective products.

• Maintain operation of copier machine(s) to ensure maximum performance and “up time”. Contact service technician for repairs when needed and ensure appropriate service has been completed, when needed.

• Schedule meetings for CVO management, as requested. Secure meeting rooms and catering arrangements, as/if necessary. Arrange and schedule lunch arrival logistics for external and internal staff meetings.

• Coordinate and manage a wide range of special ad hoc projects as assigned by department management to facilitate the efficient operation of the Department.

Credentials:

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)

• 3+ years of Administration experience (required)

• A bachelor's degree can be accepted in lieu of 3 years of 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.

REQNUMBER: 233474