Executive Assistant

Executive Assistant

The Executive Assistant (EA) will provide executive-level administrative support to the Chief of Gastroenterology and Hepatology as well as other divisional leaders as assigned. This support will include preparing confidential documents, maintaining complex and complicated calendars; preparing for chief's meetings, coordinate events in the Division, and coordinating travel schedule for external societies, academic institutions, professional organizations, and outside sponsors. As first point of contact to the Division Chief, the EA is expected to model professionalism and proactively assist or seek assistance for faculty and staff as needed on behalf of the Division Chief. The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. The EA will work to execute the Division's initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine. In addition to administrative support, the EA will manage select projects from conception to completion and provide periodic updates to key stakeholders.

Job Responsibilities

Provide executive-level administrative support to the Division Chief. Coordinate meetings among the Division's vice chief's and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities. Generate and maintain meeting minutes in a timely manner and distribute as necessary. Obtain and transmit information as directed by the Chief to GI Leadership, Division Faculty and staff as deemed appropriate by the Division Chief. Serve as liaison between executives, executives' assistants, faculty, administrators, and DOM, PSOM, HUP, PPMC, PAH and UPHS staff and leadership, and leadership and staff of external entities. Act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. Execute the Division's initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine. Manage appointment, reappointment, and promotion processes in coordination with Chief and DOM and PSOM stakeholders. Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements. Keep Chief's CV up to date. Maintain divisional websites, update content as necessary, and ensure compliance with UPHS and PSOM standards. Help coordinate annual events and the Chief's visit to other sites. Work with divisional leadership (Vice Chief of Clinical Affairs, Vice Chief of Research, Vice Chief of Faculty Affairs) to manage and otherwise support projects from start to successful completion. Be proactive in communications. Identify, document, and execute on tasks. Provide status updates on projects both to key stakeholders and larger groups as needed. Work closely with the division administrator to oversee the flow of the Office of the Chief and to ensure the efficient operation of the Chief's Suite, which includes maintaining supply levels, working closely with or in coordination with other administrative staff and serving as a resource for other division administrative personnel. Perform additional duties as assigned.

Qualifications

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
• The successful candidate will be detail/goal oriented, have a proven ability to collaborate, be able to multi-task, appropriately prioritize, manage time effectively, exercise mature judgment, and have strong communication skills (oral & written).
• Applicant should demonstrate resourcefulness, initiative, and have excellent interpersonal skills.
• Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Teams required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $80,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with familywhatever your personal needs may be.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitementand you and your family can enjoy many of these activities for free.
• Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.