Staff Assistant

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Job Title: Staff Assistant

Department: OB-Gyn Infertility

Entity: Clinical Practices of the University of Pennsylvania (CPUP)

Location: Penn Outpatient Lab - 3701 Market Street

Hours: M-F, 8-4:30 with flexibility in hours based on operational need

Summary:

• This highly responsible position provides extensive managerial and administrative support for faculty members of the Division. Under minimal supervision, this individual will need to use considerable judgment, creativity and analysis in designing, interpreting and implementing procedures which emphasize expediency and responsiveness to effective decision making. Support includes but is not limited to independent project work, calendar management, document preparation/distribution, frequent and clear communication across department and entity, and demonstrated proficiency in software packages.

Responsibilities:

• Provide extensive and complex administrative support to the faculty.
• Perform secretarial duties, including coordination of transcription using EPIC.
• Making changes to daily and master schedules in EPIC and maintaining the physician's patient schedules in EPIC.
• Assemble and organize patient schedules for the Outreach Facilities.
• Tracking the timely return of completed documents.
• Printing letters on letterhead and retrieving signatures from physicians.
• Preparing documents for mailing.
• Receive physicians' mail, labs, and reports.
• Organize and arrange schedules for faculty.
• Update and maintain all aspects of the EPIC scheduling system.
• Working with MD's and NPs to create and maintain current schedule templates.
• Generating bump lists and printing discrepancy reports, if necessary.
• Rescheduling patient appointments, if needed.
• Schedule interviews for the Fellowship Program.
• Set up and maintain schedule for off-site Fellows for rotations.
• Coordinate for new faculty and staff for certification of computer systems.
• Gather, organize and disseminate materials for lectures.
• Screen inquiries, answer telephone calls respond to inquiries and provide information as appropriate.
• Receive and assist visitors, referring them to the appropriate individuals.
• Index and file correspondence, records and reports.
• Maintain calendar on computerized software and arrange travel and meetings.
• Assist with the incorporation of new physicians.
• Retrieve and copy articles/references for physicians, as needed.
• Exercise considerable judgment, creativity and analysis in designing, interpreting and implementing office procedures to maintain smooth, continuous operations of the office.
• Maintain strictest confidentiality.
• Back-up to administrative staff as needed.
• This role will also involve supporting other administrative needs of the division and divisions programs.
• This role will additionally work alongside our other admins and help cross cover as appropriate.
• Experience with Microsoft products (teams, word, etc) required.
• 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 5+ years of administrative work experience (Required)
• Candidates with a Bachelor's degree may be considered with at least 2 years of administrative work experience.

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 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.