Administrative Assistant

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

Departmental Event Support :

Academic Program Support :

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