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Administrative Assistant

  • Pennsylvania, Philadelphia

  • 11/05/2025

  • Contract

  • Active

Job Description:

  • Job Summary
    The Administrative Assistant provides comprehensive administrative and clerical support to the Vice Chair and Chief Administrative Officer of the Radiology Department. This role serves as the primary point of contact for Radiology Administration, ensuring smooth day-to-day operations, effective communication, and exceptional organization within the department. The Administrative Assistant plays a key role in scheduling meetings, maintaining office supplies, coordinating mail and deliveries, and supporting leadership and staff to promote efficiency and professionalism.

    Key Responsibilities
    1. Schedule and coordinate meetings and appointments for the Vice Chair, Chief Administrative Officer, and other departmental leaders as needed.
    2. Serve as the first point of contact for visitors and staff entering the Radiology Administration suite; greet and direct guests courteously and professionally.
    3. Manage scheduling and logistics for Radiology conference room calendars and assist in setting up meetings and conference spaces.
    4. Provide backup administrative support for the Director and Associate Director’s assistants during absences or as needed.
    5. Monitor and maintain inventory of office, kitchen, and equipment supplies including toner, coffee, and general office materials.
    6. Ensure the on-call room is clean, stocked, and organized for Interventional Radiology (IR) staff on call.
    7. Coordinate service calls for copier, printer, or mail machine repairs as needed.
    8. Print and distribute mammography letters and lung letters daily, and Act 112 letters weekly.
    9. Manage incoming and outgoing mail for the suite; deliver mail to the mailroom daily.
    10. Receive, organize, and distribute packages, deliveries, and office supplies within the department.
    11. Support the overall operations of Radiology Administration by ensuring office and conference spaces are organized, clean, and properly equipped.
    12. Provide telephone coverage and assist with general administrative functions as needed to ensure smooth workflow.

    Required Qualifications
    1. High school diploma or equivalent required; associate degree or relevant college coursework preferred.
    2. Minimum 2 years of administrative or office support experience, preferably in a healthcare, academic, or professional services environment.
    3. Excellent organizational, time management, and communication skills.
    4. Strong attention to detail and ability to multitask effectively in a fast-paced environment.
    5. Professional demeanor with strong interpersonal skills and customer service orientation.

    Preferred Qualifications
    1. Prior experience supporting executives or department leadership.
    2. Familiarity with healthcare or academic medical center environments.
    3. Experience managing multiple calendars and coordinating complex meeting schedules.

    Certifications
    1. No formal certifications required.
    2. Training in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) preferred.

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