Education Coordinator III (Hourly)

Job Details

Job Description

ESSENTIAL FUNCTIONS:

Chairman's Office

• Manage all Faculty Appointments & Promotions for Department of Medicine faculty & Affiliate faculty
  • Oversee and process approximately 300 faculty Appointments and Promotions per year for the Department of Medicine and Affiliates
  • Design, implement, manage, and automate various tracking systems and internal databases to track faculty appointments
  • Request all letters of Support, Chair Letters, Teaching Portfolios, Teaching Effectiveness, Mentoring Plans, and related documentation, including confidential files for faculty
  • Provides Faculty Records all documents for Appointments and Promotions received for all faculty in the Department of Medicine and Affiliates

• Provide administrative support to the Department of Medicine Faculty Wellness Director to maintain the Department of Medicine's Wellness Program
• Assist the Chair of Medicine with coordination of committees and meetings in the Department of Medicine; including, scheduling the meetings, taking minutes, maintaining shared files on the server, and distributing emails and documents as appropriate
• Assist the Chair of Medicine with creating, reviewing, and editing PowerPoint slides for professional lectures, spreadsheets, letter's of recommendation, lectures, and presentations for students.
• Track and coordinate renewals of Chair's and Department's memberships and subscriptions
• Assist the Chairman in coordinating meetings with 1st-year students for the Chairman's Research Program and maintains documentation of all students and their projects
• Assist in coordinating retreats, social activities, celebrations, and special events for the Department Chair's office, including venue, invitations, and budgetary planning

• Coordinate all facilities/space projects for both the Chairman's Office and the Education Office
• Assist in maintaining calendars for Chair of Medicine, Chief Administrative Officer, and Executive Vice Chairman.
• Assist with general office administrative support, including developing and maintaining a filing system for the Chair of Medicine's office,
  • replying to email, telephone, or face to face inquiries
  • typing, copying, binding, scanning, sorting, and distributing mail
  • providing general support to visitors
• Handle sensitive information in a confidential manner
• Maintain an updated stock of office supplies and inventory, including a regular survey of; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment for both the Chairman's office and the Education office
• Process Request for Payment and reimbursement requests for the Chairman's Office for all food orders and out pocket expenses for summer students.

GME

• Provide Administrative Support to the Education Team as needed. Responsibilities include but are not limited to assisting with organizing annual events, proctoring exams, maintaining and updating resident team phones, and helping with database entry.

OTHER FUNCTIONS AND COMPETENCIES needed in addition to Essential Functions:

• Assists Residency Coordinator in the Residency recruitment process's daily activities such as copying and preparing packets and greeting/directing applicants
• Sort and properly handle all incoming faxes and mail of a medical and non-medical nature and redirect them in a timely fashion to all faculty and staff
• Welcomes visitors and provides assistance
• Performs other duties as assigned.

EDUCATIONAL/TRAINING REQUIREMENTS:

• High School Diploma or GED Required. Some college experience preferred.

EXPERIENCE REQUIREMENTS:

• Minimum of 2 years of secretarial experience with evidence of increasing responsibility.

ADDITIONAL INFORMATION:

• Skill in verbal and written communication; Ability to interact with various levels of people within the organization; Ability to act with discretion and diplomacy while maintaining strict confidentiality; Skill in organization, time management and prioritization; Ability to work with minimal supervision; Ability to multi-task in a fast paced, dynamic environment. Ability to be flexible with schedule. Attention to detail and problem-solving skills
• Strong organizational and planning skills

Work Shift

Worker Sub Type

Primary Location Address

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Benefits

At Jefferson, we offer a comprehensive total rewards package designed to support the health and well-being of our colleagues and their families. It includes a wide range of benefits including competitive pay, health and retirement benefits, life and disability insurance, paid time off, educational benefits, financial and mental health resources and much more. Our diverse benefits offerings ensure you have the coverage and access to services you need to thrive both personally and professionally.