Assistant to the Executive Office
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Executive Assistant
Location 19001, Abington, Pennsylvania, United States
Visa Sponsorship No

Job Description

Last Update: 4/15/23
Under the direction of the President, COO, VPs of Operations, and Administrative Coordinator within the Executive Office, this position is responsible for the coordination of activities and information flowing to and from the Executive Office. The Assistant to the Executive Office is responsible for managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, organizing and maintaining the administrative operations for the Executive Office. Uses independent judgment and problem-solving techniques to perform tasks, including planning, initiating and implementing administrative activities as assigned. Manages confidential and sensitive information across varied lines of interaction with the health care system executives, physicians, co-workers and patients. Serving as the liaison representing the Executive Office.

Meets all standards of the Patient Satisfaction Initiative Criteria in order to make Jefferson Health Abington (JHA) the hospital of choice for Patients and Employees.

Maintains and coordinates daily calendar, Transportation and Logistics, and meeting materials for President, COO, VPs of Operations, managerial and support staff within the Executive Offices. Functions to include scheduling appointments, coordinating of meetings, conferences, and departmental events. Proactively manages complex schedules and problem solves when issues arise.

Providing Clerical and Administrative support for the Administrative Coordinator and administrative officers including processing of complaints and compliment letters addressed to the President, COO, and VPs of Operations. Compiles, edits and prepares documents, correspondences, and presentations. Files, faxes, copies, processes print requests, answers and screens phones, takes messages, transfers calls using standard Jefferson office and intranet applications. Manages interdepartmental mail distribution, maintains and orders office supplies, prepares purchase requisitions, processes payments, and service tickets. Initiates, composes, types correspondences, distributes email blasts, memos, reports, etc. in accordance with verbal/written instructions. Proofs and edits draft material, processes final documents, and arranges for distribution.

Assists the Administrative Coordinator and executive staff with projects to support operational and performance improvement initiatives. Performs data and/or information gathering in an efficient and effective manner. Utilizes and optimizes the latest technology tools available within Jefferson Health to enhance data aggregation, team communication and operations. Prepares documents utilizing knowledge of applicable software. Creates and manipulates spreadsheets, builds forms specific to the needs of the department (i.e. standard work procedures, departmental standards, project tracking, reports, and lists).

Develops varied and creative communication processes to maintain effective, accurate, and confidential communications and documentation between administrative staff and individuals, both internal and external to the hospital, utilizing departmental and hospital policies and procedures to ensure information is disseminated appropriately. Assists with the coordination of the Hospital Management Team and Town Hall meetings including agendas and meeting Transportation and Logistics.

5-10 years of Executive Assistant level experience. Experience with advanced word processing and Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook). Zoom and Microsoft Teams preferred. Proficient in data management software programs (i.e. QLIK, EPIC) preferred.

Education & Training:

Associate or Baccalaureate business degree preferred.

Other Requirements:
Computer skills. Strong organizational skills and ability to be detail-orientated required. Excellent communication skills and the ability to handle confidential information discreetly and professionally required. Consistent professional appearance and demeanor.

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jeffersons clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.
Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.
Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.
Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.
Jeffersons mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

OUR MISSION: We improve lives.
OUR VISION: Reimagining health, education and discovery to create unparalleled value
OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.