Administrative Assistant I

2 months ago

Philadelphia PA United States Thomas Jefferson University & Jefferson Health Full time
PRIMARY FUNCTION :

The highly visible role of the Regional Operations Admin is vital to the enterprise corporate compliance team s ability to collaborate and communicate effectively with internal team members, Jefferson s stakeholders, and external partners in support of the organization s effective corporate compliance program. The successful Regional Operations Admin ensures compliance team initiatives and projects are completed on time, within budget, and in alignment with the enterprise compliance team s high-quality standards. This top-notch compliance team member contributes to the team s success through highly organized, energetic, collaborative, and detail-oriented administrative expertise.

ESSENTIAL FUNCTIONS:
  • Manage the day-to-day operational activities required to support effective compliance programming of the enterprise compliance program.
  • Manage the Division Board Compliance Committee and Management Compliance Council meeting schedules, meeting minutes, planning calendars, and communications related to key dates and deliverables.
  • Assist with establishing and tracking meeting agendas and the flow of items through the Division Board Compliance Committee and Management Compliance Councils of the team.
  • Maintain a consistent and appropriate format for Board and Council meeting documents and collaborate with governance and enterprise compliance team members to ensure the information meets established standards and requirements.
  • Manage Board Compliance Committee meeting materials, including aggregating, reviewing and working with corporate compliance leadership to create high-quality Division Board Compliance Committee meeting packages for Board members and management, and delivering compliance-related submissions for each meeting to appropriate personnel in accordance with required timelines and requirements.
  • Support the development and implementation of a compliance program oversight matrix for Board and Council members
  • Draft and track action items, follow-up activities, and status updates associated with DBCC and MCC activities and discussions for review by Board Chairs and Regional Compliance Officers to ensure all items are completed, reported, and responded to in a timely manner
  • Manage and execute annual Board operational processes including Board member COI disclosures and attestations and self-assessment processes
  • Support the management and implementation of DBCC and MCC membership annual training requirements to ensure that these bodies align with industry-required governance practices.
  • Maintain DBCC and MCC member appointment records, terms, and contact lists and coordinate onboarding processes and retirement activities.
  • Support the development and planning of Board and MCC education programs and risk assessment activities.
  • Collaborate with enterprise compliance staff and leadership to implement governance modernization changes that impact DBCC and MCC effectiveness.
  • Provide oversight of communications and engagement calendar in collaboration with the enterprise Senior Director of Communications and Engagement and Market-assigned Compliance Specialist and timely deliver communications and engagement reports and data aligned with enterprise compliance program operational standards
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EDUCATIONAL/TRAINING REQUIREMENTS : Successful completion of a bachelor s degree, paralegal studies certificate, and/or certification in corporate compliance, corporate governance, project management, or related field.

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EXPERIENCE REQUIREMENTS :
  • Minimum of 5 years experience working in a supporting board secretary or similar role;
  • High level of professionalism demonstrated by the ability to escalate important issues with solid recommendations and judgment in dealing with sensitive governance and operational matters;
  • Exceptionally organized and detail-oriented;
  • Strong written and oral communication skills;
  • A strong collaborator who works well with all levels of the organization;
  • Calm under pressure and able to work within strict timelines and deadlines;
  • Technical proficiency, and comfortable use of software technologies, automation, data analytics, and management of confidential information; and
  • Advanced level skill with Microsoft Office suite of products (especially Word, Excel, PowerPoint, and Adobe Acrobat Pro), videoconferencing software, and board communication platforms.


ADDITIONAL INFORMATION :
  • Uses a team-based approach to achieve goals and objectives in accordance with Jefferson s Code of Conduct and its mission, vision, and values.
  • Ability to manage and oversee information accurately with insight and perspective.
  • Ability to manage multiple priorities simultaneously and consistently meet deadlines.
  • Possession of a high degree of technical competency and skills to effectively manage complex matters and advance the goals and objectives of Jefferson s effective compliance program.
Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet -designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.
  • OUR MISSION: We improve lives.
  • OUR VISION: Reimagining health, education and discovery to create unparalleled value
  • OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing
As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.

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