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Job Details The Administrative Assistant provides comprehensive administrative and operational support to the Associate Dean of Academic Affairs – Lehigh Valley and Undergraduate Programs – Lehigh Valley. This position supports the planning, implementation, coordination, and evaluation of undergraduate academic programs and academic affairs initiatives across the Lehigh Valley campus. The Administrative Assistant serves as a key point of contact for faculty, staff, students, clinical partners, and external stakeholders while coordinating administrative processes, calendar management, meetings, academic operations, accreditation activities, and special projects.
The position works collaboratively with academic leadership, faculty, Education Coordinators, and University departments to ensure efficient daily operations and successful execution of strategic priorities.
Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson. Provide comprehensive administrative support to the Associate Dean of Academic Affairs – Lehigh Valley and Undergraduate Programs Leaders including Chair and Program Director. Manage complex calendars, schedule meetings, coordinate agendas, prepare meeting materials, record action items, and facilitate follow-up activities.
Coordinate timelines, workflows, and deliverables for academic initiatives, strategic projects, and Lehigh Valley campus priorities. Assist with the planning, implementation, and evaluation of undergraduate academic programs and academic affairs initiatives. Coordinate faculty meetings, student meetings, committee meetings, retreats, orientations, graduation activities, and special events.
Prepare reports, presentations, correspondence, meeting minutes, and other administrative documents. Create, maintain, and organize records and documentation supporting accreditation, regulatory requirements, audits, curriculum management, and academic program reviews. Maintain confidential records, files, and electronic document repositories while exercising sound judgment, discretion, and compliance with university policies and procedures.
Serve as the primary administrative contact for the Lehigh Valley undergraduate academic office, responding to inquiries and directing requests appropriately. Support Education Coordinators and undergraduate program operations as needed. Competencies (Knowledge, Skills, and Abilities Required): Provide administrative guidance to students and faculty regarding program processes, forms, deadlines, and University procedures.
Develop and prepare presentation materials, reports, spreadsheets, and communications. Assist with process improvement initiatives that enhance operational efficiency. Perform triage for visitors, faculty, and students and direct inquiries appropriately.
Accept and distribute departmental correspondence and deliveries. Utilize University systems including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Teams, Workday, Banner, Blackboard/Canvas, and other academic systems. Perform additional duties and special projects as assigned.
Minimum Education and Experience
High School Diploma Required. Bachelor’s Degree preferred.
Minimum of 3–5 years of administrative experience supporting senior leadership, preferably within higher education, healthcare, or an academic medical center Minimum Certifications, Registration or License
Certified Administrative Professional (CAP) preferred Additional Qualifications Physical Demands Lift and carry 25 lbs. frequent sitting/standing, frequent keyboard use, *patient care providers may be required to perform activities specific to their role including kneeling, bending, squatting and performing CPR.
Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.
Work Shift Workday Day Worker Sub Type Regular Employee Entity Thomas Jefferson University Primary Location Address 3900 Sierra Circle, Center Valley, 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. For more benefits information, please click here
About the role
Provide comprehensive administrative support to the Associate Dean of Academic Affairs – Lehigh Valley and Undergraduate Programs Leaders including Chair and Program Director.