Administrative Assistant II/Full Time/Days

About the role

Penn Medicine is dedicated to its tripartite mission of providing the highest level of patient care, conducting innovative research, and educating future leaders in medicine. Working for this leading academic medical center means collaboration with top clinical, technical, and business professionals across all disciplines.

Schedule

40 hours/week, Monday‑Friday 8:30 am‑4:30 pm

Location

Lancaster, PA

Responsibilities

• Coordinate schedules and calendars by arranging meetings, appointments, and travel arrangements; use independent judgment in managing the calendar.
• Compose correspondence, memos, presentations, and reports; type, format, and proofread a variety of materials including charts, statistics, and meeting minutes.
• Coordinate all aspects of meetings—including logistics, technology, presenters, and agenda—and attend, take minutes, and distribute materials when directed.
• Answer and screen internal and external calls and visits to determine urgency; suggest appropriate referrals or inform the direct‑report team when immediate attention is required.
• Perform and anticipate administrative functions for management, making decisions within authorized scope or directing decision‑making to the proper authority.
• Provide research and administrative support to special projects, preparing data and following up on project deliverables.
• Manage department equipment, supplies, office space, and department‑specific systems.
• Set up, organize, maintain, and update files while ensuring strict confidentiality of verbal and documented information and maintaining security of physical and electronic records.
• Input and maintain data in prescribed systems.
• Coordinate and track workflows and projects through the department or organization to ensure paperwork is complete and follow‑up services are provided in a timely fashion.
• Collect, document, process payments, and track contracts, grants, and special funds.
• Sort and distribute mail and other communications to appropriate recipients.
• Organize and coordinate the flow of information both internally and externally, utilizing technology‑based communication platforms.
• Provide backup to other support staff as needed, working in a professional, cohesive, and respectful team environment.
• Assist with onboarding new employees and consultants by setting up access and completing paperwork.
• Participate in or lead committees as directed, including special event planning, execution, and clean‑up.
• Perform other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent (GED).
• Three (3) years of experience providing direct administrative support.

Preferred Qualifications

• Associate or Bachelor’s degree in a complementary field.
• More than three (3) years of experience providing direct administrative support and the ability to perform functions independently.

Benefits

Penn Medicine offers a comprehensive compensation and benefits program, including one of the finest prepaid tuition assistance programs in the region, to help employees stay healthy and advance their careers.