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?
Summary:
- Position Summary: Position responsible to provide comprehensive administrative support to the President, Vice President and Project Executive incumbents . Primary responsibilities are scheduling and schedule management, administrative support to global community commitments and initiatives such as the Building On Strength Economic Development Strategic Plan, providing administrative support for the Downtown Investment District activities, coordination of involvement in volunteer and community activities, aiding and coordinating communications internally and externally, and prioritizing activities consistent with accomplishing the organization's strategic plan.
- Qualified individuals must have the ability with or without reasonable accommodations to perform the following duties:
- Serves as the primary point of contact for LCA in the office setting; answering phones, screening calls, welcoming guests and providing the highest level of customer service.
- Manages, using independent judgement, the schedule and commitments of the incumbents thru appropriate communication and use of prescribed scheduling tools. Adept in modifying schedules and resolving schedule conflicts as needed and requested by incumbents to meet critical expectations. Is able to determine the urgency of situations as they arise. Able to arrange travel as requested for incumbents.
- Responsible for organizing and preparing for internal and external meetings for the incumbents and interfaces with LCA Staff in coordinating internal and external volunteer community meetings and engagements. Prepares and distributes meeting materials in advance, composes minutes for meetings attended by Team Coordinator and able to attend 2-3 early morning evenings per month.
- Serves as the primary administrator for all Building On Strength economic development strategic plan activities; centered on routine meeting planning, execution and report out, special projects as deemed necessary and global assessment and management of plan administration volunteer activities and related reporting.
- Meet the correspondence distribution needs of the incumbents. Maintain record of primary stakeholder engagement contact management to aid in relationship building.
- Prepare needed information for proposals, presentations, speaking engagements and various community meetings. Utilize available technology to obtain the best, most efficient result possible and manage related workflows.
- The following duties are considered secondary to the primary duties listed above:
- Maintain mailing lists for all external communications.
- Manage disposition of records and information retained by the incumbents.
- Manage external relationships with stakeholders as an extension of the incumbents. Progressively assist in arranging requests for information and community meetings.
- Assist incumbents in managing their extra-curricular volunteer board and committee responsibilities.
- Serve to support accomplishment of the organization's strategic plan.
- Support members of the Team, as possible and assigned by the incumbents, including managing the organization's 90 day calendar.
- Provide administrative support to the Lancaster Downtown Investment District Authority as part of a management agreement between the two organizations. Activities include but are not limited to preparing board materials, attending meetings and preparing minutes, providing information to merchant committee members, sales and redemption of Downtown Dollars, recording payments of assessment and filing or lifting liens as necessary.
- Manage LCA vendor relationships, equipment needs and procure office supplies.
- Other duties as assigned
MINIMUM QUALIFICATIONS - High School Diploma or equivalent GED .
- Three 3 years' experience providing direct administrative support
- Excellent computer skills including Microsoft Office Products.
- Experience in preparing presentations utilizing Power Point.
- Excellent communication and interpersonal skills
- Thorough knowledge of English grammar, spelling and punctuation.
- Experience with email systems and related scheduling components
PREFERRED QUALIFICATIONS: - Ability to self-assess for accuracy in prepared materials
- Ability to multi-task and shift attention as required
- Able to assess and manage time commitments work flows
- Understanding of confidentiality expectations
- Ability to work independently
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 and Affirmative Action 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.