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Job Details

Penn Medicine

Administrative Coordinator


Clinical Coordinator


Philadelphia, Pennsylvania, United States


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?

Entity: Clinical Practices of University of Pennsylvania

Department: Med HUP EPS Lab

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

Hours: Full Time


Assists the Cardiac Electrophysiology Program at the University of Pennsylvania Health System in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets. Responsible for the administrative aspects of one to two physicians within the practice with major clinical and procedural focus, research, and other duties. Tech savvy individual with high organizational skills, excellent communication skills, and critical thinking. Leadership capabilities. Very heavy call volume practice. Cross covering additional physicians in the practice, as needed. Duties are to coordinate patient related activity for both outpatient visits and procedures. This includes: triaging telephone calls, taking messages, and providing information to internal and external customers; scheduling outpatient appointments, surgeries/procedures, outpatient diagnostic tests, and admissions as requested; obtaining procedural and medical authorizations; preparing and processing billing, and preparing and processing correspondence.


  • Provides general administrative support to the Emergency Management and Safety Department (EMSD) Corporate Director, Ambulatory Safety Manager and the Senior Director Hospital Operations at LGH, by managing daily calendars and scheduling meetings, general office work including maintaining filing system, arranging travel requests including accommodations, disbursement requests as well as any other relevant arrangements. This position includes phone contact, record keeping, billing, purchasing, coordinating projects related to but not limited to direct mail, data entry, organizing meetings, occasional errands and other duties as needed. This position will also work in coordination with other administrative support across the enterprise to meet the general operational needs of the department.


  • Coordinates all calendar scheduling for COO. Ensures all logistics are complete and confirmed. Provides background material/documentation for meetings, and sends reminder of meetings to participants. Collects and compiles data, and other materials for reports, presentations, budgets, correspondence, board reports, etc.; collates and assembles reports and documents as required. Conducts necessary research and provides administrative support for special projects, prepares data and provides follow-up. Attends meetings as required, participates on committees as requested, and provides necessary follow-up support to advance initiatives that support Operations. Draft and edit, PowerPoint presentations, scripts, talking points, leadership messages, and other communications as relates to both internal and external outreach. Ensure messages are appropriately written for targeted audiences. Plan, edit and write content for a variety of internal communications mediums, such as a staff intranet, newsletters, or regular email bulletin. Ensure internal communications messages are consistent across all mediums and for different departments of the organization. Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents.

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • 2+ years Administrative experience

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.