Administrative Assistant, Department of Medical Laboratory Sciences & Biotechnology (MLSB) (Center City Campus); Part time (20 Hrs Weekly)

Job Details

Under general supervision, an Administrative Assistant provides direct day-to-day administrative support to full-time and part-time faculty and academic staff in their academic program/s and/or in their College/School. They also provide face-to-face, telephone, and email customer service to faculty, students, staff, and alumni as well as to other constituents such as parents/guardians or external inquiries.

Job Description

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Provides administrative support to full-time and part-time faculty, such as photocopying and scanning of course-related and program-related materials and College/School files; retrieving course schedules; making room reservations for Program-related events; preparing agendas and documents for meetings; taking and distributing meeting notes; preparing and distributing manuals, reports, and other Program-related materials; and orienting new full-time and part-time faculty to the procedures of the Program or office.
• Supports faculty with different tasks, projects, and assignments such as a) responsibilities related to University/College Committees; b) Program accreditation and assessment; c) travel and lodging arrangements for professional travel sponsored by the Program; d) assists guests or Search Candidates with travel and lodging arrangements; and e) handles field trip logistics, such as transportation and field trip waivers.
• Orders foods/meals for faculty meetings and Program-supported student events.
• Answers phones; responds to emails; and greets faculty, staff, and students who physically come to the academic office.
• Maintains electronic and paper office files, such as faculty, student and program records in hard copy or digital versions, as appropriate.
• Handles incoming/outgoing mail; organizes faculty mailboxes, may send express mail as needed.
• Supports Program Director/Chair of Department on activities related to the program.
• Processes student forms related to course enrollment, advisement, graduation, etc. with the appropriate administrative office, under direction of faculty or administrator.
• Maintains physical and virtual bulletin boards for students, under direction of the faculty, program director, Deans and MAOs.
• Other duties as assigned by the Program Director/Chair of Department.

Competencies (Knowledge, Skills, and Abilities Required):

• Effective Communications – Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Interpersonal Relationships – Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner
• Service Excellence – Knowledge of customer service concepts and techniques, ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner
• Flexibility and Adaptability – Knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment, ability to adapt as needed
• Managing Multiple Priorities – Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation
• Accuracy and Attention to Detail – Understanding of the necessity and value of accuracy and attention to detail, ability to process information with high levels of accuracy
• Calendaring – Knowledge of and ability to use office electronic calendaring software and capabilities
• Problem Solving – Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems, ability to apply this knowledge appropriately to diverse situations

Minimum Education and Experience Requirements:

Education:

• High School Diploma Required. A Bachelor’s degree preferred.

AND

Experience:

• 1-3 years experience in an administrative setting. Experience in higher education preferred.

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

Nationally ranked, Jefferson, which is principally located in the g