Job Description

Job Summary

The Administrative Assistant provides a full range of administrative and coordinating functions for the Dean and faculty of the College. The candidate must have the ability to understand and master new concepts, have creative problem-solving abilities as well as excellent analytical skills. The candidate must be detail oriented and have a proven ability to prioritize multiple assignments. The Dean’s assistant will have access to confidential and sensitive information, such as student complaints and grievances; faculty and student medical concerns; faculty review files and outcomes; student grades and transcripts. The assistant must exercise the utmost discretion and operate within the requirements of FERPA and HIPPA laws and deliver excellent customer service.

Essential Functions

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. 
• Provides exceptional administrative support to the Dean, such as complex calendaring and all aspects of meeting coordination, including travel logistics, room reservations or Zoom/Teams links, hospitality services, and possibly meeting notes.
• Supports the Dean and his responsibilities as the Associate Provost of Applied Research.
• Assists with meeting coordination of the College Advancement Council.
• Supports select College committees (includes scheduling and minutes).
• Manages and troubleshoots the Dean’s calendar with an eye for conflicts, overlaps, and time constraints, and travel time between meeting locations.
• Provides college-level support for the course evaluation process.
• Supports the Applied Research office with hiring/onboarding student workers.
• Supports the Shared Governance Committee election process.
• Manages the social media accounts for Kanbar College.

Competencies (Knowledge, Skills, and Abilities Required):

• Excellent customer service and communication skills.
• Highly proficient in Microsoft Office products.
• Experience working with an ERP and databases is preferred.

Minimum Education and Experience Requirements:

Education:

• High School Diploma required. A Bachelor’s degree preferred.

AND

Experience:

• 3-5 years’ experience in a higher education setting.

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.