• Job Description

  Req#: 1002550

  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.
  
  

  About the Job
  The Business Manager is an advisor to the Director of Marketing and manages key business processes to ensure the smooth running of the department. The Business Manager is an operations-minded leader with strong organizational and analytical skills, including a keen ability to identify and proactively solve problems. They are a champion and model for process improvement and innovation, strong relationship building across teams and departments, and exemplary customer service. Reporting into the Director of Marketing, the Business Manager is responsible for the creation, documentation, implementation, facilitation, oversight, and improvement of processes and policies that advance the department's business priorities. They have primary responsibility for coordinating processes to create and monitor the department operating budget. The Business Manager is responsible for supervising general office management, quickly distilling and disseminating personnel information to staff and responding to staff inquiries regarding Marketing/PR and enterprise processes and procedures. The Business Manager oversees administrative team members and provides strategic advice and leadership within the Marketing team, specifically the operations team members. They work closely with colleagues in other departments including IS, Facilities, Supply Chain, Legal, and Finance.
  
  What you will do

  • SUPERVISE TEAM
    • Provide supervision, training, mentoring, and career management for Office Administrator(s) responsible for:
    • Office management and reception desk duties
    • Monitoring, organizing and responding to Foundation inquiries to the team’s shared inbox
    • Office safety
    • Answering phones and sorting and distributing mail and packages
    • Ordering supplies and stationery
    • All MPR Purchase Order requests
    • Vendor onboarding and maintenance
    • Oversee purchase order lifecycle coordination: secure required vendor credentials, submit vendor invoices and ensure processing
    • Investigate and resolve outstanding issues: follow up, investigate root cause, work with other CHOP departments; quantify issues and address with vendors or appropriate department contact
    • Handle vendor inquiries regarding process, information required, etc.
    • Invoice and payments troubleshooting
    • Review and reconcile vendor invoices, purchase requests, chargebacks and accruals
    • Serve as research or communication liaison with Accounts Payable
    • Assisting with expense submissions
    • Liaising with Supply Chain, Accounts Payable, Payroll, Facilities, Mail Room, and all stakeholders.
    • MANAGE AND SUPPORT BUDGET PROCESS
  • Working with Finance Business Partner, Director of Marketing, and other MPR directors, facilitate and drive annual budget development process.
    • Assist Directors and CMO with overall management and tracking of the department budget, including providing reports to department leadership
    • Working with Finance Accountant, meet monthly to review accruals and variances from budget
    • Oversee fiscal year-end accrual process
    • Provide in-depth analysis of MPR budget, including expenditure trends using Qliksense, Workday, Coupa and other financial platforms
    • Maintain monthly cost center income statement reports and expense approval matrices
    • INFORM AND DOCUMENT
  • Revamp and maintain the MPR Sharepoint site
    • Conduct trainings and 1:1 or group informational sessions on budget and other business services processes
    • Maintain and report on data related to team output and results including quantifying phone calls, payment timing, inbox inquiry response times and resolutions
    • OTHER
    • Serve as Approver for department timecards
    • Coordinate and participate in projects, programs, initiatives, committees, task forces, etc. in whole or part as needed

  
  Education

  • Bachelor's Degree Required
  • Master's Degree Business Administration Preferred

  
  Experience

  • At least seven (7) years experience in fundraising operations, finance, or accounting Required and
  • Supervisory experience Required
  • Progressive experience facilitating business and financial needs in the non-profit industry Preferred

  
  Knowledge, Skills and Abilities

  • Strong technical ability required -- must have previous experience with financial and expense tracking software, and the ability to quickly learn new products.
  • Ability to work independently, meet specific goals and objectives; proven ability to prioritize
  • Intermediate level Excel
  • Working knowledge of other Microsoft Office Products
  • Experience training or assisting co-workers preferred
  • Ability to manage processes and lead change
  • Strong interpersonal, leadership, problem solving and communication skills along with the initiative to improve processes.
  • A sincere appreciation for people and how they are each uniquely motivated.
  • Poised and engaging, empathetic communications style based on natural warmth and enthusiasm.
  • Fast-paced and results oriented with the ability to work in a timely manner with multiple deadlines and competing requirements.
  • Strong written, presentation, verbal, organizational, and interpersonal skills; demonstrated ability to relate well to individuals from diverse backgrounds.
  • Demonstration of good judgment, professionalism and the highest standards of ethical conduct.

  
  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, professionals working onsite—at any CHOP location, for any portion of time—must be vaccinated for COVID-19. Learn more.
  
  CHOP also requires employees who work in patient care buildings to receive an annual influenza vaccine. 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

• About the company

  The Children's Hospital of Philadelphia is a children's hospital in Philadelphia, Pennsylvania, with its primary campus located in the University City neighborhood of West Philadelphia in the campus of the University of Pennsylvania.

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