Administrative Assistant - Pathology - Penn Medicine

About the role

Responsible for general administrative, faculty academic affairs and educational support within the Division of Precision and Computational Diagnostics (PCD). This position provides administrative support for several faculty members and staff with calendar management, scheduling meetings, assisting with reimbursements, updating curriculum vitae (CV), and other administrative tasks. Some tasks and responsibilities may be performed in conjunction with other administrative personnel in the Division. This position will also directly support the Molecular Genetic Pathology (MGP) Fellowship program, helping manage day-to-day operations and serving as a liaison with learners, faculty, staff, the Graduate Medical Education (GME) office, and the Accreditation Council for Graduate Medical Education (ACGME). The program coordinator will assist the program director and associate program director in accreditation efforts, educational programming, recruitment activities, and support of fellows.

Responsibilities

• Calendar management as well as Fellow and Service Schedule Rotations, updating FEDS, reimbursement and fund tracking, coordinating complex meetings and other clinical and academic activities as assigned
• Maintain an up-to-date contact list for PCD, answer and screen all phone calls; take appropriate messages or delegate calls to proper support staff
• Help coordinate Divisional meetings and activities, make travel and lodging arrangements
• Proofread and format letters with attention to detail, grammar and punctuation
• Provide administrative support to the Molecular Pathology and Rittenhouse Molecular Laboratories and staff
• Communicate effectively with faculty, trainees, and laboratory staff
• Submit purchasing requests, as needed
• Perform duties as the MGP Fellowship Coordinator – 20% or one day/week equivalent, devoted to supporting the MGP Fellowship as the coordinator, as supported by the ACGME
• Help manage the day-to-day operations of the program and serve as an important liaison with learners, faculty, other staff members, GME office and the ACGME
• Assist the program director in accreditation efforts, educational programming, recruitment, and support of fellows
• Provide support to the PCD Development Team as specified by the Assistant Director of Assay Development and the Research and Development Coordinator
• Manage Research and Development (R&D) meetings and sending agendas in a timely manner
• Support Research and Clinical Trial requests by monitoring requests, coordinating new requests with the committee, updating general information on progression of projects, soliciting and tracking faculty leads, work with Administrative Director on billing requests and receipts
• Additional administrative and academic functions within the Division of PCD as needed and assigned
• May work independently or in conjunction with other administrative personnel in the Division of PCD on complex administrative tasks

Qualifications

• H.S. Diploma/GED (Required) with 3 years Administrative Support Experience
• Proficient PC software skills required in word processing, spreadsheet, and presentation applications as well as database applications
• Excellent computer skills; highly experienced in Windows operating system and Microsoft Office suite including Teams, Outlook, Excel, and PowerPoint
• Must be articulate and possess excellent verbal and written communication skills
• Must be comfortable with multi-tasking with close attention to detail, accuracy, and timeliness
• Organized, resourceful, take initiative and demonstrate excellent follow-through
• Experience with GME administration is preferred
• Skills in leadership and personnel management

Benefits

We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Our employee benefits programs help our employees get healthy and stay healthy.