71 Administrative Staff jobs in Philadelphia

An Administrative Coordinator is a professional who provides comprehensive administrative support to ensure the smooth and efficient operation of an office or organization.

Responsibilities

• Office Management: Overseeing daily office operations and procedures to maintain an efficient workflow.
• Scheduling and Coordination: Coordinating and scheduling meetings, appointments, and travel arrangements for supervisors, managers, or other staff.
• Communication: Handling both internal and external communication, including phone calls, emails, and mail.
• Documentation and Records Management: Maintaining and updating office records, databases, and filing systems, including physical and digital employee records.
• Administrative Support: Providing general administrative support to various departments and teams as needed.
• Budgeting and Expenses: Supporting budgeting procedures, processing invoices, tracking expenses, and preparing expense reports.
• Supply Management: Ordering and managing office supplies and inventory.
• Policy and Procedures: Developing and implementing office administrative systems and processes, ensuring compliance with company policies and legal guidelines.
• Reporting: Preparing reports, presentations, and data as needed.
• Event Planning: Assisting with the planning and coordination of internal and external events.
• Confidentiality: Handling sensitive and confidential information with discretion.
• Liaison: Serving as a liaison between departments, vendors, clients, and other relevant parties.

Career path

An Administrative Coordinator position can be a stepping stone to other roles within an organization, such as:

• Office Manager
• Executive Assistant
• Human Resources Coordinator
• Administrative Manager

An Administrative Assistant provides essential clerical and organizational support to ensure the smooth operation of an office or organization. Their duties include managing calendars, scheduling appointments, handling correspondence, organizing files, and assisting with various administrative tasks. They act as a central point of contact for communication and coordination, supporting teams and ensuring efficient workflows.

Key Responsibilities:

• Calendar Management:

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  Scheduling appointments, meetings, and travel arrangements for individuals or teams.

• Communication Management:

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  Answering phones, managing emails and other correspondence, and directing inquiries to the appropriate personnel.

• Record Keeping:

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  Maintaining organized filing systems, both physical and electronic, for easy access to important documents.

• Document Preparation:

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  Drafting, editing, and proofreading documents, reports, and presentations.

• Office Support:

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  Ordering supplies, managing inventory, coordinating maintenance, and providing general office support.

• Meeting Coordination:

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  Preparing agendas, coordinating logistics, and potentially taking minutes for meetings.

• Client/Visitor Assistance:

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  Greeting visitors, providing information, and assisting with their needs.

• Database Management:

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  Updating and maintaining databases and spreadsheets with relevant information.

• Expense Reporting:

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  Assisting with expense tracking, invoice processing, and budget management.

• Event Planning:

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  Assisting with the planning and coordination of events, both internal and external.

**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?
Summary:
+ Serves as a key point of contact for departmental operating functions such as coordination of program meetings and facilities, planning meetings, and maintaining calendars and appointments for the department or entity. This position may also support department including but not limited to professional license and insurance compliance for all employees.
Responsibilities:
+ Maintains high regard for strict confidentiality, professional dress, demeanor, lines of communications and consistent professional administrative office environment. Coordinates, maintains, and organizes professional license and insurance compliance for all staff at Penn Medicine at Home as assigned.Drafts correspondence to employees and clients and works within Microsoft Office to create presentations as applicable. Manages basic finances such as submitting vendor checks, processing business expenses for senior leadership, and processing travel reimbursements as assigned. Budget and order office supplies as assigned.Receives and directs visitors. Screens and directs calls to the appropriate party. Works with vendors to ensure smooth functioning of office. Manages calendars, organizes meetings, coordinates interviews, and makes travel arrangements as assigned. Ensures successful implementation of events, including on-site trainings and site visits as assigned. Coordinates and manages administrative elements of projects.
Credentials:
Education or Equivalent Experience:
+ H.S. Diploma/GED (Required)
+ Education Specialization:Equivalent Experience:-And 3+ years administrative assistant/office management experience. Degrees can be used to meet some or all of the years of experience requirement.-3+ years prior experience as an administrative assistant/coordinator for Senior level leadership-previous experience in a Health System
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 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: 282200

Join the largest manufacturer of tile and natural stone in the United States and watch your career stand out with Dal-Tile, a subsidiary of Mohawk Industries.
Our close-knit team of dedicated professionals has made us the success we are today. In exchange for their hard work, we support our people with a family-friendly work environment, a commitment to promoting from within, unique benefits that go beyond just medical and dental, and a belief that every employee deserves a productive life outside of work. If this sounds outstanding to you, take the first step forward and explore a career with Dal-Tile.
Dal-Tile is currently seeking an exceptional **Administrative Manager** to join our TEAM! The **Administrative Manager** is responsible for daily store operations, training and leading associates in customer service, warehouse duties, and coordinating truck deliveries.
**Primary Objective:**
+ Ensures daily store operations are performed by company policies and procedures.
**Primarily Function and Scope:**
+ Trains and leads associates in areas of customer service, order management, purchasing, warehouse duties, office administration, truck management, and system processes.
+ Coordinates delivery truck deliveries and maintenance.
+ May perform a variety of customer service, warehouse, and office administration duties as necessary.
+ Acts as the contact person for various computer systems such as ASI, JDE, PC, etc.
+ Provides feedback to management regarding staff performance evaluations.
+ Responsible for the overall operations of freight, shrink, margins, and overtime.
+ Assures customer confidence is achieved consistently.
+ Ensures associates follow standard safety procedures to comply with safety program corporate standards.
+ May assume management responsibilities in the absence of the SSC or Stone Manager.
+ May perform other related duties as required.
**Experience and Knowledge Required:**
+ HS diploma or equivalent experience required. Some college or college degrees are preferred. Computer Software Knowledge (Word, Excel, Lotus Notes), SSC Operating Procedures; Certified Forklift Operator
+ Three or more years of customer service and warehouse experience. One or more management experience.
**Competencies:**
+ Math skills; Organization Skills, Training, Communication and Multi-tasking abilities; time management; leadership, teamwork, judgment, safety conscious.
**Other Pertinent Job Information:**
+ While performing the duties of this job, the associate is regularly required to stand, use hands, and reach with hands and arms. The associate is required to walk, stoop, kneel, crouch, or crawl. The associate may be required to sometimes sit, climb, or balance. The associate must lift and/or move up to 80 pounds regularly. Specific vision abilities required by this position include close vision, peripheral vision, and the ability to adjust focus. While performing the duties of this job, the associate is regularly exposed to moving mechanical parts. The associate is occasionally exposed to fumes or airborne particles. The associate may be exposed to a wide range of temperatures. The noise level is usually loud. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
We offer competitive salary and a comprehensive benefits package, career opportunities, and an environment of creativity and growth. Examples include: Company Match on 401k,Employee Purchase Discount, and Tuition Reimbursement.
Dal-Tile is a proud supporter of our U.S. military, veterans and their families - Thank You for Your Service!
Active military, transitioning service members and veterans are strongly encouraged to apply.
Mohawk Industries, Inc. is an Equal Opportunity Employer including disability/veteran committed to an inclusive workplace and a proud Drugs Dont Work participant.
**Job Type** Sales Jobs
**Req ID** 86892

**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?
**Summary:**
+ The Administrative Coordinator works with limited supervision and provides comprehensive administrative support to the Chief Operating Officer (COO), Penn Signature Services, and the team, as required, maintaining an efficient work environment to maximize the department's performance and timely response to clients. This is a high visibility role interacting with internal clients and those around the globe, while being sensitive to meeting demands when the team is traveling and in different time zones. Demonstrates the highest level of administrative support and professionalism while exemplifying the highest standards of customer service. Coordinates and collaborates with resources across the health system and external to complete assigned tasks. (Corporate Services - HUP 3400 Spruce Street - Utilization Management)
**Responsibilities:**
+ Manages complex calendars with internal and external clients who are often in other time zones; resolves calendaring conflicts with minimal assistance.
+ Handles complex travel arrangements, itineraries, preparation and reconciliation of expense reports and advanced payments following health system policies and procedures.
+ Prepares correspondence, presentations, minutes, reports and other materials such as Contract Approval Forms, etc. Proofs and edits, ensures that correct format, grammar and guidelines are followed.
+ Coordinates department meetings as well as distinguished guests to Penn Medicine, to include staff or guests located outside campus and in other time zones; prepares meeting agendas, reserves meeting space, orders refreshments, as needed.
+ Orders supplies and equipment; ensures the proper working condition of office equipment, e.g. computers, printers, copiers, etc. while working with all PSS programs to ensure all run efficiently and smoothly.
+ Uses independent judgment to keep supervisor informed of all matters that require attention without multiple correspondences to ensure clarity. Ensures department policies and procedures for all programs are current and easily referenced.
+ Works well in a high complexity, non-repetitive, and project oriented area with strong emphasis on high end patient-customer service standards. Demonstrates flexibility with strong problem-solving skills.
+ Ensures information is kept confidential at all times.
**Education or Equivalent Experience:**
+ H.S. Diploma/GED and 5+ years of administrative support experience is required.
+ Bachelor of Arts or Science degree and 2+ years Executive administrative support experience is preferred.
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 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: 272528

Job Title: Administrative ClerkJob Description
The primary responsibility of the Administrative Clerk is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. This role involves working closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. Additionally, the Administrative Clerk will review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.
Responsibilities
+ Monitor job file status to ensure accuracy in all job file documentation daily.
+ Communicate daily with Production crews to ensure all required documentation is captured on site at the point of task.
+ Create and review estimates based on scope and photos from the Production crew.
+ Maintain an accurate Work in Progress board for all active leads and projects.
+ Monitor and ensure all client requirements are followed.
+ Maintain internal and external communications with all stakeholders.
+ Review timestamps and other data points to reflect accurate reporting and key performance metrics.
+ Complete and review job file documentation for final upload and audit process.
+ Perform internal audit of all projects to ensure estimates capture all work performed.
+ Perform all job close-out activities, including coordination with the accounting team to ensure proper invoicing.
+ Assist other departments as needed.
Essential Skills
+ High school diploma or GED required.
+ Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills.
+ Proficiency in using various digital tools and technologies such as Work Center, Dash, Xactanalysis/Xactimate, and DocuSketch.
+ Reliable and flexible with availability for on-call and overtime work.
+ 3+ years of experience in customer service maintaining internal and external communication.
+ 3+ years of experience maintaining accurate work orders.
+ 3+ years of maintaining accurate job file documentation.
Additional Skills & Qualifications
+ Previous office or estimating experience preferred.
+ Experience in the restoration, construction, or insurance industry is a plus.
Work Environment
The role requires working five days on-site in Collegeville, PA, reporting to the Office Manager, and collaborating with one other job file clerk.
Pay and Benefits
The pay range for this position is $22.00 - $26.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Collegeville,PA.
Application Deadline
This position is anticipated to close on Aug 13, 2025.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email (% ) for other accommodation options.

Description
We are looking for a detail-oriented Administrative Assistant to join our team in Collegeville, Pennsylvania. This is a long-term contract position, offering an excellent opportunity to contribute to organizational efficiency and grow professionally. The ideal candidate will play a pivotal role in managing administrative tasks and supporting both internal operations and customer service needs.
Responsibilities:
- Handle incoming calls professionally, ensuring inquiries are addressed or routed appropriately.
- Coordinate project authorizations and maintain accurate records of approvals.
- Organize and upload necessary documentation to internal systems, ensuring all files are up to date.
- Provide exceptional customer service by effectively communicating with clients and addressing their concerns.
- Monitor and manage leads, ensuring timely follow-up and resolution.
- Perform data entry tasks with precision to maintain accurate information across platforms.
- Utilize Microsoft Office Suite for daily operations.
- Collaborate with team members to ensure smooth workflow and efficient task completion.
- Participate in rotating on-call schedules, providing support as needed.
- Maintain a well-organized administrative office environment.
Requirements
- Proven experience in administrative support or a similar role.
- Strong proficiency in Microsoft Office Suite and other relevant software tools such as Dash and Docusketch.
- Excellent communication skills, both verbal and written, with a customer-focused approach.
- High level of organizational ability and attention to detail.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Willingness to participate in rotating on-call schedules and provide overtime support when required.
TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

**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?
**Entity:** Clinical Practices of University of Pennsylvania (CPUP)
**Department:** Med Hematology-Oncology
**Location:** Perelman Center for Advanced Medicine-3400 Civic Center Blvd
**Hours:** Per Departmental Needs - Full Time
Summary:
+ The Administrative Assistant is responsible for the efficient and effective administration of all assigned areas. In this capacity, the incumbent provides administrative support to Hematology Oncology. Using work planning and follow-through skills, the incumbent exercises confidentiality and sensitivity in the performance of highly responsible duties under minimal supervision. Manages calendars, coordinates and schedules education sessions, meetings, and conferences/travel, serves as liaison to external departments, and creates/implements processes for maximum efficiency.
Responsibilities:
+ Answers and handles incoming phone calls, taking/routing messages appropriately, and triaging calls when needed. Interacts with all internal and external customers/patients in a professional manner whether on phone or in person.
+ Schedules appointments and registers patients in EMR. Ensures all needed records, reports, labs for upcoming patient visit are scanned and loaded appropriately into the EMR.
+ Provides administrative support for practice provider(s): calendar management, scheduling meetings (including staff meetings), preparation of materials for distribution. Types, transcribes, edits correspondence, manuscripts, reports, statistics, and other patient care, academic, and administrative documents.
+ Maintains supply inventory: ordering of clinical and office supplies, invoice processing.
+ Provides administrative support to the physician in their external roles with affiliated networks: intern and residency program, credentials committee, Physician Oncology Advisory Board, oncology CME program, and in quarterly strategic planning meetings to design future projects of the Cancer Center
+ Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
+ Other duties as assigned to support the unit, department, entity, and health system organization
Credentials:
Education or Equivalent Experience:
+ H.S. Diploma/GED And 2+ years medical office administrative support (Required)
+ Bachelor's Degree And 0-1 years previous experience working in a healthcare setting (Preferred)
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 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: 276027

**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?
**Entity: Clinical Care Associates**
**Department: Langhorne HEM ONCOL**
**Location: Oxford Valley Medical Plaza- 240 Middletown Blvd**
**Hours: Full-Time**
**Job Summary:**
The Administrative Assistant is responsible for the efficient and effective administration of all assigned areas. In this capacity, the incumbent provides administrative support to Hematology Oncology. Using work planning and follow-through skills, the incumbent exercises confidentiality and sensitivity in the performance of highly responsible duties under minimal supervision. Manages calendars, coordinates and schedules education sessions, meetings, and conferences/travel, serves as liaison to external departments, and creates/implements processes for maximum efficiency.
**Accountabilities:**
+ Answers and handles incoming phone calls, taking/routing messages appropriately, and triaging calls when needed. Interacts with all internal and external customers/patients in a professional manner whether on phone or in person.
+ Schedules appointments and registers patients in EMR. Ensures all needed records, reports, labs for upcoming patient visit are scanned and loaded appropriately into the EMR.
+ Provides administrative support for practice provider(s): calendar management, scheduling meetings (including staff meetings), preparation of materials for distribution. Types, transcribes, edits correspondence, manuscripts, reports, statistics, and other patient care, academic, and administrative documents.
+ Maintains supply inventory: ordering of clinical and office supplies, invoice processing.
+ Provides administrative support to the physician in their external roles with affiliated networks: intern and residency program, credentials committee, Physician Oncology Advisory Board, oncology CME program, and in quarterly strategic planning meetings to design future projects of the Cancer Center
+ Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
+ Other duties as assigned to support the unit, department, entity, and health system organization.
**Qualifications:**
+ H.S. Diploma/GED (Required)
+ 2+ years medical office administrative support (Required)
+ Bachelor's Degree (Preferred)
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 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: 267949