Administrative Coordinator

Job Details

A CPD Administrative Coordinator will assist in the planning and programs in the Office of Continuing Professional Development by providing meeting planning services, including registration, assisting in coordinating logistics and collecting materials, and preparing for and working at conferences. The Administrative Coordinator will interact with customers (internal & external) and faculty in areas relating to activity registration, payment, certificate retrieval etc.

Job Description

ESSENTIAL FUNCTIONS:

• Assist in preparation for educational programs, e.g. conference rooms, special material or equipment.
• Support coordinating payments associated with courses.

• Support all course planning and coordination.
• Assist with on-site and off-site course registrations and implementation.
• Assist in resolving issues such as completing disclosures and accessing evaluations.
• Assist with the collection of disclosures and presentations for individual programs, and name badges.

OTHER FUNCTIONS AND COMPETENCIES:

• Promote upcoming events on free online marketing websites
• Assist with the preparation and proofreading of brochures.
• Obtain addresses, phone and fax numbers, and email addresses for all faculty
• Make faculty hotel reservations and forward confirmation numbers to each. Arrange any necessary transportation for guest faculty.
• Assist with distributing the course faculty, registrants and exhibitors information.
• Pack for off-site courses; arrange for shipping and pick-up; unpack boxes upon return.
• Prepare signs and badges: invitations, place cards
• Coordinate the return of exhibitor/workshop equipment.
• Assist with financial functions such as tracking checks and payments from vendors.
• Three months after each course, prepare and send an outcome survey to all physicians who attended the course. This survey is an important way for us to determine whether the course has had an effect on the registrant and/or their practice. One month after sending, save results.
• Other duties as assigned

EDUCATIONAL/TRAINING REQUIREMENTS :

• High school diploma required; Business school or some college OR equivalent directly related experience preferred

EXPERIENCE REQUIREMENTS :

• Minimum 5 years administrative support experience, preferably in healthcare or hospitality setting; knowledge/experience of meetings/registration in continuing education and/or experience using a database or learning management system a plus

ADDITIONAL INFORMATION:

• Excellent computer skills including MS Office Suite, especially Word and Excel
• Exceptional organizational and communication skills
• Able to exercise independent judgment; and demonstrate initiative and flexibility
• Demonstrated ability to manage multiple projects simultaneously and meet deadlines
• Highly organized, with high attention to detail
• Ability to work in teams
• Excellent written and oral communications
• Willingness to work irregular and flexible hours and to travel in or out of state to conference locations.

Work Shift

Weekend Day (United States of America)

Worker Sub Type

Regular

Employee Entity

Thomas Jefferson University

Primary Location Address

901 Market Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University , home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health , nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Benefits

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps ), have access to medical (including prescription) insurance.

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