• Job Description

  Req#: 1003528

  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
  This role provides advanced secretarial and administrative support to Chair and Vice President (VP) leaders.
  
  The incumbent will coordinate significant internal and external communications, projects and meetings for the Executive and other professionals in the department.
  
  Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the department, physicians and candidates.
  
  Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.
  
  What you will do

  • General Administrative Functions
  • Maintain schedules/calendars for the Chair or VP. Includes coordination of travel for the Chair or VP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping Chair or VP from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.
  • Coordinate Expenses Report
  • Complete expense reports for Chair or VP’s travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
  • Responsibilities for Phone, Mail etc.
  • Perform general administrative support duties for the Chair or VP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
  • Other Duties As Required
  • Assist Chair or VP in overall department management

  Education Qualifications

  • High School Diploma / GED Required
  • Bachelor's Degree Preferred

  Experience Qualifications

  • At least five (5) years senior administrative or assistant experience. Required
  • Experience in working with medical terminology. Required

  Skills and Abilities

  • Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)
  • Excellent phone etiquette and interpersonal/communication skills
  • Excellent analytic skills
  • Ability to adapt to progressive increase in responsibility
  • Ability to handle confidential materials
  • Ability to handle multiple tasks and to prioritize
  • Ability to anticipate needs the Chair or VP and other professionals in the department
  • Ability to negotiate or mediate difficult situations with tact and diplomacy
  • Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
  • Ability to function as part of a team to meet the general needs of the organization

• 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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