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Form of workResponsibilities General Description: The Administrative Assistant performs all administrative, clerical, and general office duties as they relate to the management of the Department of Medical Imaging and Radiation Sciences Department Chair and faculty. Assists with the activities, workflow and operation of the department. Responsibilities: Budget- payment requests Maintain operational budget, keep track of all department spending Each month reconcile all accounts, compare what accounting has vs.
department (accounting report can be downloaded through ASCENT) Prepare payment request for all department invoices (ASCENT) Prepare variance report for Department Chair when requested Supplies- amazon, ascent capital, other Order all office supplies and lab supplies (Office Depot, Amazon, ASCENT) Order all approved capital requests (ASCENT/Purchasing department) Maintain appropriate amount of supplies and organize supplies in designated area of department Meeting minutes Responsible for department meeting minutes and any other meeting minutes as requested by Department Chair and faculty Maintenance, IT, copier, shredder, parking passes Responsible for submitting all maintenance requests (facilities, custodial, electrical, and plumbing, etc.) Responsible for submitting IS&T requests on behalf of Department Chair and faculty when requested. Responsible for Cannon Services requests for copiers Responsible for requesting additional services for the Shred Bin (Stericycle, Inc c/o Shred-it) Responsible for requesting and picking up parking passes from Commuter Services Adjunct- contracts, pay schedule Verify with faculty their adjunct need each semester Confirm adjuncts and pay with Department Chair Create adjunct agreements based on confirmed information each semester The Department Chair signs them then they are email to the Dean's Executive Assistant for the Dean's signature Once signed they are emailed to the adjunct faculty for their signature When you receive the signed agreement you then send the adjunct faculty they pay schedule for the semester Enter the adjunct pay into the MyTime system during each pay period in the designated semester. New hires onboarding Assist Department Chair with correspondence with HR regarding all new hires Adjunct Faculty onboarding, send email to adjunct and request their CV (must be on JCHP template), completion of the Faculty Data form and 2 letters of recommendation.
Once you receive CV email HR along with job description. Concur Enter Department Chair and faculty reimbursements in the Concur reimbursement system MyTime Enter Adjunct payroll each pay period (bi-weekly) Approve department pay each pay period (bi-weekly) Update faculty payroll with appropriate codes when needed (i.e. sick days, jury duty, etc.) Department meeting calendar and schedule Coordinate with Department Chair each semester to determine the meeting schedule Reserve conference room Email all faculty and support staff the Department Meeting schedule through a MS Outlook Calendar meeting planner Accreditation- payments, letters, data collection Maintain files for all Accreditation correspondence Submit Payment Requests for all invoices for all fees upon request Support faculty in maintenance of accreditation materials Affiliation agreements Maintain all clinical affiliation agreements on the department shared drive as well as a paper copy Department email and phone Answer department telephone line and transfer calls accordingly Monitor the department email account and respond or forward appropriately MyJeffHub (my learning reminders, certification updates Assist Department Chair with MyLearning reminders Assist Department Chair with reminding faculty and adjunct faculty of their certification expiration date Conference room reservations for meeting Request access to the scheduling calendar for the JCHP 901 Walnut, 1111 and JCHP Edison 1126 conference room Reserve the above conference rooms when someone submits a conference room request When JCHP conference rooms are not available you will contact other departments for their rooms availability Dept/JCHP employee database Maintain department contact database and update when needed Chair meetings schedule Assist Department Chair with maintenance of her MS Outlook calendar Shared Drive Maintain files on the shared drive Request access to the shared drive for all new faculty or support staff Mail- internal, usps, fedex Distribute mail delivered to department Point person for all outgoing mail questions For FedEx mailings you must create labels through the OptiFreight system PCard Review all orders made on the PCard before the monthly due date Let Department Chair know you reviewed charges so they can approve them Department support Assist Department Chair, Faculty, Adjunct Faculty and support staff as needed Qualifications Requirements: 1.
High School Diploma 2. Experience with Microsoft Office Suite Conditions of Employment Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson's clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.
Closing Statement 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.
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