Office Assistant

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

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Office Assistant - full time - supporting Administrative Services department

Hours: 8:00am - 4:30pm

Looking for experience, hospital or healthcare preferred, front desk, general administrative support

Ability to prioritize tasks, manage multiple responsibilities, strong organizational skills, attention to detail, as well as a positive and solution-oriented mindset

Summary:

• The Office Assistant serves as the first point of contact for visitors, staff, and physicians and provides administrative support to ensure the smooth day-to-day operations of the Executive Office. This position is responsible for creating a professional and welcoming environment, managing incoming calls and inquiries, coordinating meeting and conference room logistics, processing invoices, and performing a variety of clerical and administrative duties.

Responsibilities:

• Greet and assist visitors, staff, and providers in a professional, courteous, and customer-focused manner.
• Serve as the primary front desk contact for the Executive Office.
• Answer, screen, and triage incoming telephone calls and direct them appropriately.
• Respond to routine inquiries and ensure timely follow-up or escalation as needed.
• Oversite of conference room scheduling, maintaining, and prepare conference rooms for meetings and events.
• Coordinate meeting logistics, including room reservations, setup, materials, and catering as needed.
• Process invoices, purchase requests, expense documentation, and other administrative forms.
• Sort and distribute incoming mail, packages, and deliveries and manage outgoing mail as needed.
• Monitor and maintain office and conference room supplies and place orders when necessary.
• Prepare, format, and distribute correspondence, reports, meeting materials, and other documents.
• Maintain organized files, records, and office systems, both electronic and paper.
• Assist with calendar coordination and scheduling for meetings and office activities.
• Support office operations by maintaining a clean, organized, and professional reception area and common.
• Maintain visitor logs and support office security or access procedures, as applicable.
• Provide general administrative support to Executive Office leadership and staff as needed.
• Assist with special projects, events, and other duties as assigned.

Credentials:

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• Education Specialization: Equivalent Experience: •2+ years receptionist or administrative experience preferred

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.