Administrative Assistant

Job Details

Responsible for the daily financial operation of the department Coordinates the billing, invoicing, payment processing, HR related paperwork and other administrative and clerical duties for all groups within the Department. Performs administrative and general office duties for the Department and supports all other related duties as needed.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Responsible for the daily financial operation of the department.
• Provides administrative and clerical support to the Director and the Supervisors and staff members of the Department. Assists the AV Supervisor in preparing the AV daily work assignments and may be asked to help other Supervisors in preparing divisional work schedules.  Maintains the AV function of the EMS system(room booking system). This includes all the AV resources for each room. Uses EMS to create reports to assist in the everyday operation of the AV department.

• Primary responsibility for entering the automated lecture capture schedule into Panopto.

• Processes, screens and distributes incoming mail for the department, replies to relevant billing and vendor correspondence and screens phone calls for the Department.

• Maintains all HR-related documentation for the Department.

• Maintains departmental and vendor files, including Purchase Card records. Orders supplies for the department. Prepares all external and internal requisitions and maintains records of all supplies and materials ordered.

• Maintains file of all budget sub-codes and provides hard copy file of all purchase orders ensuring that proper payment to vendors is coordinated with Accounts Payable.

• Coordinates the monthly completion of all work order records by the four Supervisors and creates monthly IDT files for submission to AP. Maintains the annual database of all monthly income (including all no-charges) and expenses and provides the Director with monthly and annual statistics as needed.

Competencies (Knowledge, Skills, and Abilities Required):

• Basic bookkeeping and computer skills and familiarity with MS Excel, Filemaker, WorkDay and EMS.

Minimum Education and Experience Requirements:

Education:

• Bachelor’s degree required.

AND

Experience:

• Minimum of 1-3 years of administrative experience.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University

Primary Location Address

1015 Walnut 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. 

Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.

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