Administrative Assistant- Radiology- Hospital of the University of Pennsylvania- Full Time Day Shift

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?

The Hospital of the University of Pennsylvania is seeking a highly organized and proactive Administrative Assistant to support the Division Chief and section. The role is central to division operations and requires a strong attention to detail, discretion and the ability to anticipate deadlines and needs!

Additional information: Full Time, Monday-Friday, Day Shift. Hybrid schedule after probationary period.

Summary of Accountabilities:

• Assist with Abdominal Imaging Recruitment Team to include assisting division chief determine the recruitment team members, set up interviews for recruiting, process reimbursements for costs, such as, parking/uber, meals, etc. Would be the main contact for the new faculty onboarding for the section.
• Assist with AID onboarding to include point person for all new faculty starting in the section, purchase coat, card and letterhead, organize office (if necessary) supplies, computer, cell (if necessary), and set new faculty up with a mentor.
• Admin would assist with some Abdominal (AID) project management needs for the section to include MRI body optimization, weekend call working group, Qgenda working group.
• Admin would assist with Qgenda needs such as enter swaps, assist faculty with Qgenda requests, work with project specialist regarding Qgenda
• Be main contact to process reimbursement for AID faculty.
• Set up AID meetings to include reminders for monthly meetings, set up individual meetings with AID and faculty, and annual evaluations
• Assist with AID RadPoint and Calendar to include daily/weekly/monthly updates, social events, kudos and relevant communication.
• Assist with AID social events to include planning, assisting with sending invites, collecting RSVP’s
• Performs a variety of responsible secretarial duties including scheduling appointments, coordinating meetings, answering phones, distributing mail to physicians, maintaining filing system. Composes physician's correspondence. Maintains office equipment supplies. Updates CV’s for physicians. Prepare materials forphysicians' professional and section fund reimbursements and makes travel arrangements. Coordinates visiting scholars/faculty for the abdominal section.
• Attend AID faculty meeting once a month, take attendance, provide minutes. Provide light snacks and refreshments.
  
  

Responsibilities:

• Maintain an overview of radiology attending clinical schedules, including vacation, coverage changes, swaps, holiday/call schedule, noting that the Qgenda schedule will be made by the Project Specialist.
• Manage and organize the division chiefs and other section attendings calendar. Track and proactively remind of the key deadlines and other relative radiology commitments.
• Coordinate and disseminate division and departmental communication.
• Maintain and update AID (Abdominal Imaging) content on departmental internal website (Radpoint)
• Provide admin support for AID meetings, projects and special initiatives
  
  

Minimum Qualifications:

• High School Diploma or GED Required
• Demonstrated experience in an administrative role in a department or health system.
• Prior experience supporting senior leadership in a healthcare, academic or complex professional environment.
• Strong written and verbal skills. Highly professional, discretion and judgment.
• Strong organizational, communication and time management skills.
• Ability to manage multiple priorities and work independently. Understand and manage discretion with sensitive topics and information. Proficient with office software (computer, fax, printer, etc) Other duties as defined.
  
  

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 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.