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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?

Job Title: Executive Assistant

Department: OTO Admin

Location: Hospital of the University of Pennsylvania - 3400 Spruce St

Entity: CPUP

Hours: Mon-Fri office hours per department needs

Summary:

• The Executive Assistant (EA) will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. They will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. They will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite.

Responsibilities:

• General operations

• Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies.

• Complete all annual in-service programs and other compliance requests either online, in person, and/or in writing as established by UPHS and Department policies.

• Office management

• Manage the routine operation of the Chair’s Suite, which includes oversight of the administrative support staff of the Vice Chairs and Executive Leadership

• Ensure efficient operations, including adequate coverage as appropriate

• Approve time-off

• Evaluate performance

• Manage and maintain complex calendars of the Chair, COO, COS

• Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives

• Ensure that executives are prepared for meetings

• Coordinate travel arrangements

• Develop itineraries

• Process reimbursements and payments

• Manage incoming calls and email

• Reports

• Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc

• Research available sources thoroughly to gather requested or needed information

• Written communication/documents

• Prepare, edit, and distribute various materials

• Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements

• Maintains files and records

• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

• Other duties as assigned to support the unit, department, entity, and health system organization

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)

• And 3+ years 3-5 years of experience working with leadership in an academic healthcare or complex system environment (Required)

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 and Affirmative Action 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.

REQNUMBER: 245093