Volunteer Services Office Coordinator

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 does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

A Brief Overview

The role is responsible for managing the daily administrative functions that support operations of the Department. Facilitates multiple ongoing projects and designs and maintains multiple databases and dashboards. Is responsible for the effective operations of all clerical support activities, purchasing/supply management, and the daily operational needs of the Department.

This staff member oversees the Volunteer Services office suite by welcoming volunteers, providing wayfinding support, and keeping the workspace organized and stocked. They act as the primary contact for volunteers, managing the office phone line and shared inbox and routing inquiries appropriately. They support administrative needs such as scheduling, space booking, preparing orientation materials, and organizing departmental supplies. The role also manages stocking and inventory for Wawa hospitality services—including the Wawa Cart, Wawa Kitchen, and 30+ coffee/tea stations—by restocking items, assisting stock clerks, monitoring supply levels, and handling occasional heavy inventory. They work comfortably around therapy dogs and handlers during regular Pet Therapy activities and maintain a proactive, customer-service mindset while assisting with a broad range of volunteer, guest, donor, and operational tasks.

What you will do

Manages some financial functions for department/programs.

• Enters and authorizes numerous weekly purchases and expenses for the department.
• Collaborates with purchasing to ensure that product selections, vendor choice and price are consistent with hospital practices/policies.
• Manages all staff financial inquiries and requests (e.g. unit orders, conference registrations, travel requests, etc.).
• Identifies cost saving opportunities.
• Follows up with vendors to ensure timely submission of invoices.
• Processes Payroll.

Provides administrative support to Leadership.

• Maintains calendars, sets up appointments, and coordinates numerous department meetings.
• Assists in the preparation and coordination of meetings, responsibilities including scheduling, agenda writing, minute-taking, photocopying, and catering requests.
• Takes and distributes meeting minutes in a timely fashion.
• Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
• Updates department phone directory and Outlook distribution lists.
• Manages a high volume of internal and external calls for all programs within the departments; Discerns urgent calls and acts on them appropriately and arranges for phone coverage utilizing all support staff as needed.
• Processes incoming/outgoing mail and high volumes of packages for the department.
• Ensures all areas are sufficiently stocked with necessary supplies at all times, tracking supply inventory levels and maintaining office/departmental supplies in an organized fashion.
• Manages employee schedules for departmental time off calendar.
• Creates and updates new hire orientation content and packets as needed.
• Coordinates new employee material needs (e.g., keys, phones, mailbox, belongings space).
• Updates and prepares the New Employee Orientation with appropriate manager and provides office orientation for all new hires.
• Serves as a resource to all department staff.
• Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.

Quality/Process Improvement

• Leads and/or assists with special projects, including coordinating staffing for the project, maintaining minutes and project schedules and deadlines.
• Develops and implements operational improvements as indicated.
• Oversees and maintains departmental data collection.
• Triages staffing issues to appropriate manager/leader

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Business Administration, Finance, Health or related field Preferred

Experience Qualifications

• At least five (5) years Administrative experience to C-Level Executives or Physicians Required
• At least three (3) years Previous experience interacting with high-level executives. Required

Skills and Abilities

• Group process facilitation, team building, problem solving, analysis of data, program planning, budget development and justification, writing and editing, astute attention to detail, initiative, high EQ, self-starter, self motivated, proactive and intuitive thinker.
• Proficient to Advanced Office Suite/Office 365 user
• Proficient to Advanced in Outlook
• Proficient to Advanced in Task Management/Project Management Tools

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 receive an annual influenza vaccine. Learn more.

EEO / VEVRAA Federal Contractor | Tobacco Statement

SALARY RANGE:

$56, $71,110.00 Annually

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.