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Administrative Assistant

Administrative Assistant

Tap Growth aiPhiladelphia, Pennsylvania, US
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We're Hiring : Administrative Assistant!

We are seeking a detail-oriented and organized Administrative Assistant to provide essential support to our team. The ideal candidate will be a proactive problem-solver who can manage multiple tasks efficiently while maintaining high standards of professionalism and accuracy.

Location : Philadelphia, PA

Work Mode :  On-site

Role : Administrative Assistant

Job Description — Responsibilities :

  • Manage calendars; ensure all logistics are complete and background documentation is provided for meetings.
  • Ensure correspondence, written materials, and documents are prepared timely for review and distribution; maintain secure, appropriate filing.
  • Serve as liaison to University, UPHS, PSOM, Department administrative units, and national / international affiliations.
  • Maintain discretion and confidentiality; recognize critical situations and inform appropriate personnel as needed.
  • Manage travel and reimbursements for national and international meetings and invited lectures.
  • Assist with meeting preparations.
  • Prepare and track reimbursements / requests for faculty payments including journal subscriptions and membership dues.
  • Coordinate complex expense reporting ensuring proper reimbursement from external agencies and University / UPHS administration.
  • Maintain background documentation and assist with reports for select faculty and departmental initiatives.
  • Maintain current CVs and BioSketches for select department faculty.
  • Manage and process licenses and expenses related to academic activities.

Core Responsibilities

  • Scheduling and calendar maintenance.
  • Meeting scheduling support for program manager.
  • Scheduling research subject encounters with a behavioral health scientist
  • Processing reimbursements.
  • Maintaining / updating documentation.
  • The ideal candidate will have strong organizational skills, excellent written communication skills, and keen attention to detail. Experience supporting investigators in an academic environment is preferred.

    • Departmental Event Support :

  • Maintain records in Departmental database (DERMIS).
  • Assist coordination of Departmental events, including sending invitations, collecting RSVPs, and securing venue / catering arrangements with internal / external vendors.
  • Perform standard office functions : answering phones, screening and triaging messages, sorting mail, preparing correspondence, confirming appointments, scheduling meetings, organizing and maintaining files.
  • Provide support to the Chairman, Chair’s office team, and COO daily.

    • Academic Program Support :

    Provide administrative support to specific programs (or others prioritized by leadership) :

  • Dermatopathology
  • Clinical Programs (PennDOC, Derm Surgery, General Dermatology, etc.)
  • Clinical Research Program
  • Basic Research Program
  • Satellite Faculty
  • Perform additional duties as assigned.
  • Scheduling and calendar maintenance for Dr. Hart
  • Meeting scheduling support for Dr. Hart’s program manager, Dr. Dan Carter
  • Scheduling research subject encounters with a behavioral health scientist
  • Processing reimbursements for Dr. Hart
  • Maintaining / updating documentation for Dr. Hart (CV, FEDS)
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    Administrative Assistant • Philadelphia, Pennsylvania, US