Provides administrative support to the department Facilities Management and the Director of Facilities Management. Includes significant interaction with internal staff assigning service requests to the facilities management team, and high level contacts with outside companies and agencies.

ESSENTIAL FUNCTIONS:

• Provide administrative support to the Director for Facilities Management in a discretionary manner.

• Appropriately dispatch Facilties staff to open work orders, maintains all records for service calls and assignments.

• Organizes and maintains files of correspondence and records, following up independently on pending matters.

• Serves as receptionist for the department, screening telephone calls, letters and/or visitors.

• Able to answer routine general questions and direct callers to the proper department when necessary.

• Schedules appointments and coordinates arrangements for meetings and conferences for the Director of Facilities .

• Maintains conference room calendar.

• Transcribes dictation, often of a technical and/or confidential nature.

• Composes and types routine letters and memos. Routes or answers routine correspondence not requiring Director’s attention.

• Prepares special reports, gathering and summarizing data.

• Demonstrates reliability in completing responsibilities and meeting deadlines.

• Demonstrates commitment to our core values of excellence and innovation, integrity and respect, teamwork and communication.

• Knows policies and procedures applicable to assigned duties. Uses sound judgment and is aware of potential outcomes before taking action. Promptly reports errors/events or situations of actual or potential harm. Understands emergency procedures and can demonstrate appropriate response.

• Update project managers reports on a weekly basis.

• Provides administrative support to other deprtament staff as needed.

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.

EDUCATIONAL/TRAINING REQUIREMENTS:

High school diploma

Word, Excel, Power Point, MS Project, Visio and general pc training

_________________________________________________________________________

CERTIFICATES, LICENSES, AND REGISTRATION:

_________________________________________________________________________

EXPERIENCE REQUIREMENTS:

Prior experience working in an academic institution operations required. Prior experience (3-5 yrs) in an administrative/secretarial role.

________________________________________________________________________

ADDITIONAL INFORMATION:

• Strong command of computer programs including Word, Excel, and PowerPoint. Website development software preferred.

• Strong skills in conducting market research and compiling data/findings into meaningful reports to facilitate decision making.

• Knowledge and experience in facilities mangement and priotizing work prders

• Ability to think independently, having received necessary direction, to identify information needed for specific research projects, etc.

• Strong written & verbal communications and organizational skills to make effective action plans needed to deliver meaningful findings on time.

• Ability to think creatively, juggle multiple priorities, and manage to tight deadlines.

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s 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.

Jefferson’s 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.