PRIMARY FUNCTION:

Reporting to the Board Administrator, the position will provide high-level, administrative duties as they relate to the Office of the Board and Office of the President for Thomas Jefferson University and Jefferson Health. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong verbal and written communication, administrative and organizational skills.

The position requires: 1) the ability to interact with executive-level internal and external constituents, 2) experience in establishing priorities and meeting deadlines, and 3) proficiency in working in a fast-paced environment with a demonstrated competence to juggle multiple competing tasks and demands in a flexible manner as priorities arise.

ESSENTIAL FUNCTIONS:

Provides administrative functions as follows:

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  Coordinating closely with the Board Administrator, serves as point of contact for board members on myriad issues; provides timely, appropriate responses to Board members’ questions and concerns.

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  Assists in the coordination and logistics of board, board committee and subsidiary board meeting logistics, including the scheduling of meetings, meeting room/space reservations, catering arrangements, AV requirements, necessary room accommodations, as appropriate and in a timely manner.
  
• Assists in the management of board, board committee and subsidiary board electronic and hard-copy corporate files and website, to include the posting and copying of meeting materials and documents, assuring they are accessible as needed for trustee, legal, regulatory and other purposes.

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  Preparation of board committee agendas, as well as clear and concise meeting summaries and minutes, reports and materials, as necessary.

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  Assists in the preparation of a monthly e-newsletter to parent and division Board trustees, to include Jefferson events, activities, meetings and general information.

• Preparation of routine written correspondence for internal and external constituents including acknowledgement of requests, meeting confirmations, request for information, etc., as directed.
  
• Responsible for calendar and meeting management requiring interaction with board and executive-level, internal and external constituents.

• Assists in the coordination of executive-level meeting and travel arrangements, including itinerary preparation and the timely preparation of requests for reimbursement and tracking of payments/reimbursements.

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  Orders all necessary supplies including printed materials, A/V, catering, etc. for office.

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  Strong computer skills to include Microsoft Word, Excel and PowerPoint, and other web-based platforms or products.
  
• Interacts with co-workers, visitors, and other staff consistent with the iSCORE values of Jefferson and generally accepted standards expected in an executive-level environment.

EDUCATIONAL/TRAINING REQUIREMENTS:

High School Diploma or GED required. Bachelor’s Degree preferred or equivalent work experience.

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EXPERIENCE REQUIREMENTS:

Prior experience in a legal environment, foundation office or executive-level corporate department is preferred. English-major or previous writing background, along with event planning experience, requested

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ADDITIONAL INFORMATION:

• High level of proficiency in Microsoft Office: Outlook, Word, Excel and Power Point.
• Strong attention to detail and accuracy.
• Strong organizational skills, including the ability to prioritize and manage time well.
• Ability to anticipate needs with proactive approach to helping manage Board Administrators’ time and priorities.
• Ability to handle multiple assignments and changing priorities.

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.

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.