Executive Assistant - EPS Lab

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Title: Executive Assistant

Department: EPS Lab

Location: Hospital of the University of Pennsylvania- 3400 Spruce St

Hours: Full Time - Monday to Friday 8am to 4:30pm At the time of the Symposia Executive Assistant might have to work a Friday evening and Saturday

Summary

• The Executive Assistant (EA) will provide executive level administrative support to the Section Chief/Director of Electrophysiology, and Director of EP translational Center of Excellence including research, fellowship, financial, communications, strategic planning and development activities. Responsible for the coordination and administration of special projects as assigned by the Section Chief and Senior Program Manager, including but not limited to those related to development, marketing and communication, faculty recruitment, EP Fellowship, research, education, industry contacts, lecture schedules, publications, CVs, reimbursements, symposia coordination, and other programs to enhance the success of the EP program along with patient and staff satisfaction. Manages a complex schedule, multiple calendars and travel schedule and support all financial tracking and reimbursement according to health system policies and guidelines. Promotes a team environment that values employee satisfaction and professional ownership. The EA will assist in furthering priorities, as well as filter communications and prioritize communications for section Chief review. S/he will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the Cardiac EP faculty, responding to various inquiries and resolving issues. Will ensure efficient operations in regards to the Section Chief's responsibilities

Responsibilities

A. The complex scheduling of faculty in the EP labs at HUP/VA / PAH and outpatient areas.

Responsible for collecting requests for EP Lab time, Outpatient time and time off requests from each of the 17 EP physicians and coordinating the monthly calendar showing each physicians laboratory and outpatient responsibilities. (7 EP labs at HUP, 1 at VAH and 1 at PAH and outpatient activity at Perelman, Radnor, , Valley Forge, Princeton and Yardley.) All information is compiled in a grid and transferred to the calendar template for Program Director to complete. To accommodate maximum patient throughput and care, schedules vary daily (typically weekly) and are complex. After input from Program Director the template gets typed, proofed, and edited several times before releasing to the faculty and then staff for review and additional edits. Tallies are kept for the total number of lab days for each physician and weekend /holiday coverage to allow for fair distribution of coverage throughout the year and optimize lab utilization. Also manages the scheduling changes that come in after the calendar is distributed during the month. Reviews requests for any changes to the schedule and identifies alternatives to fill open lab positions with Program Director. Maintain spreadsheet of weekend/Holiday coverage

B. Managing and coordinating all daily EP conferencing

This includes daily case review, lectures from the physicians, in-services from outside vendors, special lectures or EP related GR and coordinate, track, and distribute information in a timely fashion on a daily basis

C. Coordinate EP Visiting Professors Invitation, visit and payment ~ once monthly or bimonthly visiting professor/faculty travel and accommodations (PreCOVID) - Currently being coordinated as virtual meetings and evolving to bring people back in person.

We typically have visiting faculty EP dinner conferences held in our conference room to reduce costs associated with restaurant and to improve educational exchanges. All these visitors require appropriate CME paperwork, assistance with travel and hotel arrangements, honorarium request and processing. Ordering meal and delivery service, creating purchase orders and following up on reimbursement process are all required

D. Coordinate EP Visiting scholar positions/ Observerships/ Post doc position - Penn's EP program has an international reputation as Center of Excellence with between 2-4 Visiting Scholars observing in our EP laboratories per month. The scholars typical stay for a 1-2-week period and PENN's reputation is enhanced by the effort. Each scholar's participation requires pre -approval with completion of appropriate documentation, tracking and facilitating participation, advising on travel and hotel arrangement, providing educational information about our program and tracking value/effectiveness of the Scholars participation with data collection. We usually have ~ 2-4 per month. Visiting scholar positions are for one year only with possibility for renewal.

E. Managing all the correspondence and feedback to more that 25 EP program patient donors who have sponsored or contribute to 12 Development Grants. Maintain ongoing record keeping with copies of all EP articles, scientific presentations, publication lists, abstract research presentations etc, to be distributed to all donors twice a year - it is the principal reason we have been successful in ongoing fund raising.

It requires an ongoing effort to collect the information over time and make folders in the shared drive for supporting documentation over the year so at the end of both the academic and calendar year, most of the information has been collected for distribution. Job requirement includes use of Pub Med to gain access to EP publications.

E. Maintains the publication data for the EP program and provides all correspondence with academic leadership related to EP academic productivity and success. (Support updates of the EP website, regularly send out emails to the EP physicians asking for recent publications and also uses PUB MED to find missed publications or additional information.

F. Provides letters of recommendation for about 10 - 20 individuals per year typically dictated by Program Director. Provide all the required documents to facilitate letter preparation by program director.

G. Coordination of payment of publication costs for the EP Section with Brenda Rynn, Nicole Kennedy, Nicole Young, from finance. Coodinates monthly meeting with Finance Team - with prep of all documents for review 1 week in advance of the meeting

H. Provides support for EP fellowship program - particularly as it relates to research fellows, international clinical fellows - visa issues, salary support etc. We have an increase in the amount of fellows who require H1B or J1 Visas. There is work put into filling out the online request, providing the required letters and documents, staying current on all the changing rules and requirements needed to process fellow requiring training. Needs to be very detailed and organized to make sure the process goes as smoothly as possible.

I. EP Program Director is on editorial board for 10 major cardiac journals and reviews at least 1-2 articles per week. Responsibility for typing reviews when dictated, provide copies of material for review as needed after accepting effort to review, remind Program Director of review submission deadlines.

J. Provides support for two Major EP academic symposia. Assume increasing role and responsibilities for both two major CME symposia, VT and SOAAS including inviting speakers, preparing program provided by Course Director (Marchlinski), contact industry support and complete thank you notes, working with CME office re program development, faculty invites marketing, budget, scheduling biweekly preparatory meetings for 3-4 months before respective symposia events.

K. Responsible for Program Directors academic lecture schedule - helps coordinate all correspondence, scheduling , travel - maintains a running commitment schedule. Submits all information required for travel reimbursement/honorarium payment etc

L. Maintains and updates Program Director's academic CV and Biosketch and

M. Maintains and updates Program Director's reappointment to hospital staff etc

N. Participates and coordinates Program Directors manuscript submission, permission for figure use etc.

Credentials

Education or Equivalent Experience

• Bachelor of Arts or Science (Preferred)

• H.S. Diploma/GED (Required)

• 5+ years of experience working with leadership in an academic healthcare or complex system environment

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

REQNUMBER: 238383