Colleen M. Katen
Philadelphia
Summary
Seasoned Lead Administrative Assistant with strong background in office management, project coordination, and team leadership. Providing quality administrative support to executives and directors. Known for streamlining administrative procedures, optimizing productivity, and ensuring high-level customer service. Strengths include effective communication skills, multitasking abilities, and problem-solving capabilities. Previous roles have demonstrated significant impact in improving operational efficiency and fostering collaborative work environment.
Overview
12
12
years of professional experience
Work History
Lead Administrative Assistant
Thomas Jefferson University, Dept. of Medical Oncology
Philadelphia
01.2023 - Current
- Deliver comprehensive administrative support to the Chair, Dept. of Medical Oncology.
- Serve as the primary contact for the department. Chair, ensuring effective communication across the Department and six enterprise locations, including Jefferson Northeast, New Jersey; Einstein Philadelphia; Einstein Montgomery; Abington Asplundh; and Lehigh Valley Health Network.
- Support two additional faculty members: the Director of the Division of Hematology and the Vice Chair of Clinical Operations at the Sidney Kimmel Comprehensive Cancer Center.
- Facilitate department-wide announcements to enhance staff awareness and engagement.
- Manage multiple faculty calendars and service schedules to optimize operational efficiency in MS Outlook, Amion, and Qgenda.
- Create department surveys using REDCap.
- Organize annual faculty performance reviews in Interfolio.
- Arrange domestic and international travel, maximizing itineraries, and minimizing costs.
- Prepare a presentation slide deck, prepare meeting minutes, and maintain attendance records for the monthly department faculty and staff meeting.
- Mentor the workforce, promoting professional development and collaboration within the team.
- Coordinate logistics for office relocation, ensuring a seamless transition.
- Trained new administrative staff on office procedures and software systems.
- Support budget management by tracking expenses, reconciling company credit cards, and processing invoices using Concur and Workday.
- Assist with recruitment activities, such as screening resumes and scheduling interviews.
- Greet visitors in a professional manner, providing them with assistance when needed.
- Order office supplies, keeping an accurate record of inventory levels.
- Handle confidential information in a discreet manner, with tact and diplomacy.
- Event Coordinator - department faculty and staff holiday events, staff appreciation events (i.e. donut day, pretzel day, water ice day, holiday luncheon)
Program Coordinator
Clinical Trial Boot Camp Lecture Series
Philadelphia
01.2020 - Current
- Coordinate the lecture series with the Program Director(s).
- Develop and maintain program schedules and calendar invites for the timely execution of lecture series.
- Manage participant registrations, and ensure the accuracy of program records in REDCap.
- Send meeting reminders to participants and speakers.
- Organize lecture recordings and distribute them to participants in BOX and MS Teams.
- Maintain attendance records via Zoom.
- Provide guidance and support to participants in navigating available resources.
Faculty Recruitment, Dept. of Medical Oncology
Thomas Jefferson Hospital
Philadelphia
01.2016 - Current
- Developed candidate interview itineraries to enhance scheduling efficiency.
- Coordinated travel arrangements, hotel bookings, and car services for interviewers.
- Ensured timely calendar invites are sent to all interviewers involved.
- Collected and prepared interview evaluations for review and analysis.
- Managed onboarding and training processes for new faculty across various systems.
- Maintained comprehensive recruitment logs to track candidate progress.
Program Coordinator
Prostate Cancer Working Group (PCWG)
Philadelphia
01.2016 - 01.2024
- Coordinated monthly Prostate Cancer Working Group (PCWG) meetings and annual retreat for Thomas Jefferson University, Drexel University and PCWG Members.
- Maintained accurate meeting minutes and attendance records for all sessions.
- Managed email distribution list to ensure effective communication with participants.
- Coordinated the annual Amtrak Alliance Meeting between Thomas Jefferson University and Johns Hopkins University.
Administrative Assistant
Thomas Jefferson University, Dept. of Medical Oncology Division of Solid Tumor
Philadelphia
03.2014 - 01.2023
- Provided administrative support to Division Director, Manager of Academic Services, and four faculty members.
- Served as key point of contact for Director, managing a division of 23 faculty and eight Advanced Practice Providers.
- Managed and prioritized director and faculty calendars using Outlook.
- Maintained faculty medical licenses across three states using MS Teams for document centralization.
- Coordinated domestic and international travel arrangements, including event registration and booking logistics.
- Planned internal and offsite events, handling venue selection, catering contracts, materials preparation, and IT services.
- Prepared clinical service schedules every four months while managing physician calendars with Amion and Qgenda.
- Administered accounting activities including expense reports, reimbursements, and credit card reconciliations via Concur.
CCSG Coordinator, Molecular Oncology Regulations &
Molecular Oncology Regulations & Approaches (MORA)
Philadelphia
01.2019 - 01.2022
- Assisted two MORA Co-directors with operational tasks and information dissemination to members.
- Coordinated monthly meetings and annual retreats, ensuring proper logistics and organization.
- Recorded meeting minutes and maintained attendance logs for accountability.
- Managed email list-serve and MS Teams page for effective communication among members.
Administrative Assistant
Clinical Research Organization (CRO)
Philadelphia
01.2014 - 01.2022
- Coordinated Disease MDG Leaders meetings for 10 disease programs biannually.
- Facilitated weekly Strategic CRO meetings to enhance clinical research collaboration.
- Organized monthly Clinical Research Leadership Committee meetings for strategic alignment.
Education
Branch Manager’s Sales Assistant Training Course -
Morgan Stanley
New York01.2001
Clients Services Training Course -
Morgan Stanley
New York, NY01.2000
Sales Assistant Online Course -
Morgan Stanley
New York, NY01.1999
Certified - Office Administration and Microsoft Office Products
Data Processing Trainers (DPT)
Philadelphia, PA01.1997
Hobbies and Interests
Music, Art, Yoga, Travel
Accomplishments
- Event Coordinator, Genomics Symposium for Kimmel Cancer Center, Thomas Jefferson University. Raised $35,000 in pharmaceutical financial program support
- Event Coordinator, Fox Chase Cancer Center Partners 25th Anniversary Dinner event. Raised $9,000 in pharmaceutical financial support
- Event coordinator Fox Chase Cancer Center Partners Flea Market and Craft Show. Raised $1,000 to support the Radiation Oncology program. 20 vendors
Timeline
Lead Administrative Assistant
Thomas Jefferson University, Dept. of Medical Oncology
01.2023 - Current
Program Coordinator
Clinical Trial Boot Camp Lecture Series
01.2020 - Current
CCSG Coordinator, Molecular Oncology Regulations &
Molecular Oncology Regulations & Approaches (MORA)
01.2019 - 01.2022
Faculty Recruitment, Dept. of Medical Oncology
Thomas Jefferson Hospital
01.2016 - Current
Program Coordinator
Prostate Cancer Working Group (PCWG)
01.2016 - 01.2024
Administrative Assistant
Thomas Jefferson University, Dept. of Medical Oncology Division of Solid Tumor
03.2014 - 01.2023
Administrative Assistant
Clinical Research Organization (CRO)
01.2014 - 01.2022
Branch Manager’s Sales Assistant Training Course -
Morgan Stanley
Clients Services Training Course -
Morgan Stanley
Sales Assistant Online Course -
Morgan Stanley
Certified - Office Administration and Microsoft Office Products
Data Processing Trainers (DPT)
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