Office Administrator
2 months ago
Reference #: 1009768 SHIFT:Day (United States of America) Seeking Breakthrough Makers Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation. At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career. CHOP's Commitment to Diversity, Equity, and Inclusion CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children. We strongly encourage all candidates of diverse backgrounds and lived experiences to apply. A Brief Overview Recognized specialist that provides advanced administrative support. Oversees departmental scheduling. Coordinates travel. Assists with the preparation of reports. Leads the work of others but does not have direct management responsibilities. Highest level individual contributor role (for non-executive level support). Demonstrates effective workload balance and ability to prioritize imperative work while meeting deadlines across remaining responsibilities. What you will do Clerical and Administrative Support: Perform advanced administrative tasks including triage calls, coordination and scheduling. Respond to complex inquiries and assist stakeholders. Maintain systems, procedures, and methods for record keeping and reporting. Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including schedules, agendas and minutes. Prepare presentations, letters, reports, memoranda, and related materials. Coordinate travel and expense approval. Assist with preparation of financial and quality reports. Office Maintenance: Manage office supplies and order for the department. Manage the centralized email account for the department. Employee Support: Maintain the departmental calendar, directory, timekeeping, and schedules. Update and provide new employee orientation for all new hires. Collaborate internally all new employee needs including network setup, program access, phones, keys, and physical space. Other duties and administrative support projects as required. Manage all processes for recruiting LEAH MD fellows including on-boarding and off-boarding. Directly responsible for website content related to adolescent medicine fellowship. Resident, observers, and medical students on-boarding and off-boarding. Manage meetings that involve trainees including calendar appointments, weekly email, room set-up and shutdown. Maintain Mega schedule. Train all fellows (MD and non-MD) on CHOP programs such as Workday, Coupa, etc. Schedule weekly didactics for residents and distribute to residents in the current block.Create sign-up sheets for educational sessions. Other duties as assigned. Education Qualifications High School Diploma / GED Required Experience Qualifications At least five (5) years administrative experience in office or clinical setting Required At least one (1) year fellowship experience Preferred Skills and Abilities Basic knowledge of medical terminology and protocols Basic knowledge HIPAA regulations Intermediate proficiency with electronic medical record software (EPIC) Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint) Excellent verbal and written communications skills Excellent interpersonal skills Excellent orga izational skills Excellent time management skills Strong conflict resolution skills Ability to maintain confidentiality and professionalism Ability to work independently with minimal supervision Strong decision making and prioritization skills Knowledge of administrative processes and procedure, as well as principles and practices of office management To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more. Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed. EEO / VEVRAA Federal Contractor | Tobacco Statement Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.
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