Administrative Assistant

Administrative Assistant

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

Location:

Hospital of the University of Pennsylvania - 3400 Spruce St

Hours:

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

Summary:

• This position provides comprehensive administrative support to faculty members within the Renal Division. Under the direction of divisional leadership, responsibilities include coordinating patient appointments and clinical schedules, managing calendars and meetings, preparing and distributing correspondence and other documents, and facilitating clear and timely communication across the department and health system. The position requires strong organizational skills, attention to detail, sound judgment, and proficiency with applicable software and systems.
  
  The incumbent supports the efficient operation of the division by coordinating administrative activities, responding to inquiries, assisting with faculty needs, and ensuring that departmental processes are completed accurately and efficiently.

Responsibilities:

• Provide comprehensive administrative support to Renal Division faculty, including managing correspondence, documents, reports, mail, and other materials; preparing and distributing letters and communications; maintaining organized files and records; and updating faculty CVs in FEDs.
• Coordinate faculty calendars and schedules, including clinical schedules, office hours, on-call schedules, meetings, and other professional commitments. Organize and arrange meetings, prepare necessary materials, and attend meetings and record minutes as requested.
• Support patient scheduling and clinical template management by scheduling and rescheduling appointments, generating bump lists, editing clinical templates, monitoring ambulatory schedules, utilizing waitlists to fill appointment openings, and conducting patient outreach to optimize faculty clinical time.
• Monitor and facilitate efficient daily operations, including identifying scheduling or administrative issues, coordinating follow-up, and assisting with the onboarding and incorporation of new physicians to promote smooth and continuous office operations.
• Serve as a professional point of contact for faculty, patients, visitors, and internal departments, answering and screening telephone calls and inquiries, taking and appropriately routing messages, receiving visitors, and facilitating communication with the appropriate staff or department.
• Utilize Qgenda, Epic, and Outlook to support faculty scheduling and administrative coordination, including maintaining accurate provider schedules, managing calendars and appointments, coordinating schedule changes, and ensuring timely communication of scheduling updates and information.
• Coordinate administrative, facilities, and technology-related requests by entering and following up on maintenance and IT tickets and communicating with appropriate departments to facilitate timely resolution of faculty and office needs.
• Perform duties in accordance with Penn Medicine and entity values, policies, and procedures, and support the unit, department, entity, and health system through additional responsibilities and…