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Administrative Assistant Executive

Philadelphia, PA
October 25, 2018

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Karen Lees

Philadelphia, PA ***** 267-***-****

Executive Assistant

Proven track record of increasing administrative responsibilities in healthcare industry. Multiple tasks management, balancing needs of organization efficiently. Expert in preparing and maintaining records, reports, presentations and follow-up files from locally-developed software systems, Microsoft Office (Excel, Outlook, PowerPoint, Word, and Visio), Concur, Skype, Adobe Connect, ZOOM, F1000, Lawson, Ascent, Kronos and Qgenda. Recognized as exceptional team player with excellent verbal and written communication skills.

Professional Experience

THOMAS JEFFERSON UNIVERSITY/Philadelphia, PA 2018 to present

Senior Administrative Assistant, Medical Oncology/Population Science

Provide administrative support to the Director of Population Science and the Faculty Team. Coordinating travel arrangements, processing expense reports, scheduling and coordinating meetings.

Creating poster and slide presentations for meetings and article submissions

Assisting in Community Newsletter designs for outreach programs

Preparation and mailing of research studies

Preparation of manuscripts for journal and article submissions

Assisting in grant applications for processing and submissions

Preparation of protocol studies for IRB submissions and amendments

Processing purchase orders for the departmental equipment and supplies (Ascent)

Managing and maintaining the Medical Oncology Physician on-call schedule for the hospital staff (Qgenda)

Scheduling and coordinating meetings with preparation of materials and minutes

Event planning with coordinating catering and venue preparations

Scheduling and coordinating travel arrangements for the Population Science Department (Concur)

Processing travel arrangement expenses for reimbursement (Concur)


Senior Administrative Assistant, Pharmacy Department

Provided administrative support to Director of Pharmacy. Coordinated travel arrangements for Pharmacy staff. Prepared departmental correspondence reports and forms for preceptor, pharmacy director, assistant director and staff. Scheduled and coordinated all meetings and pharmaceutical company in-services for Pharmacy staff. Coordinated travel arrangements and processed expense reports. Managed and maintained the student’s rotation schedule, personnel and training files. Coordinated students’ background checks and drug screening for rotation.

Coordinated and managed the Pharmacy FY revenue, ensuring department remained within budget.

Assisted in timely production by managing and ordering supplies for pharmacy through Lawson.

Supported ERMC’s Wellness Committee on various initiatives including leading Weight Watchers and health fairs for Stakeholders by recruiting participants and documenting results on excel spreadsheet of 10 week accomplishments of stakeholders’ weight loss to Corporate Wellness Department.

Aided in operation of ERMC’s Women’s Support group by leading and providing emotional support to group.

Oversaw preparation and distribution of minutes for Pharmaceutical and Therapeutic Committee, Medication Safety Committee and pharmacy staff meetings, ensuring effective communication to medical staff.

Maintained pharmacy files for personnel and pharmacy materials, in addition to recordkeeping for upcoming hospital inspection from the Department of Health.

Reviewed all incoming mail and e-mail for Director of Pharmacy and answered requests and inquires, assisting in hospital departments and medical staff requests.

Managed and maintained daily pharmacists' schedule and on-call assignments, assisting in keeping pharmacist calendar fully staffed and overnight on-call assignments, sending monthly/updated assignment reports to medical staff.

Prepared and submitted payroll in the Kronos system for all pharmacy staff, timekeeper and record keeper of missed swipes, latenesses and unexcused absences; aiding in accurate processing of payroll.

Reviewed and maintained spreadsheets, tracking pharmacy daily revenue.

Prepared and reviewed contracts, verifying completion and accuracy.

Coordinated all activities of pharmacy students on professional rotation, in addition to orientation program for pharmacy students and interactive learning experience.

Ordered departmental office supplies and maintained office equipment for department production, keeping area of responsibilities within budget.

Processed all invoices and check requests, verifying appropriateness and accuracy.

SHRINERS HOSPITAL FOR CHILDREN, Philadelphia, PA 2007 to 2008

Executive Assistant and IRB Coordinator, Research Department

Provided administrative support to Vice President of Clinical Research, Rehabilitation and Clinical Staff. Scheduled and prepared meeting minutes in advance of and after meetings. Coordinated travel arrangements and processed expense reports.

Prepared and submitted IRB Protocols and Grants, aided clinical research regarding rehabilitation for patients.

Designed and prepared poster presentations, helping prepare for upcoming activities and advents.

WARMINSTER HOSPITAL, Warminster, PA 2004 to 2007

Executive Assistant, Administration Department

Provided administrative support to the Vice President of Marketing and Communication as well as hospital departments. Scheduled meetings and conferences. Coordinated travel arrangements and process expense reports. Coordinated the physician on-call schedule.

Managed volunteer program in guiding and support of assignments.

Assisted in lectures and community outreach programs, helping community develop healthier life style.

Coordinated Business Development Activities, including physician contact, introduction, appointment and event coordination, aiding in recruitment of new physicians.

Additional Professional Experience

FOX CHASE CANCER CENTER, Philadelphia, PA (1992 – 2004)

Senior Administrative Assistant, Medical Oncology Department


Administrative Assistant, US Regulatory Affairs Department

Computer Skills:

Microsoft Office (Excel, Outlook, PowerPoint, Word, and Visio), Skype (Netmeeting), Adobe Connect, ZOOM, Concur, Internet Explorer, Lawson, Ascent, Kronos, Qgenda, Sunrise Clinical Manager (SCM), Graphics, Print Shop 12, End Notes, F1000

Lean Six Sigma Methodology:

A3 Certified


Member, Facing our Risk of Cancer Empowered (FORCE), 2013 to Present

Member, Living Beyond Breast Cancer (LBBC), 2012 to Present

Member / Participant, ERMC Women’s Support Group, 2013 to Present

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