• Job Description

  Req#: 1005450

  SHIFT:

  Any (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
  Under the direction of the Nurse Manager of Nursing Professional Development and Emergency Care Program Manager, the Office Administrator performs complex and diversified administrative and coordinating functions for Nursing Professional Development/Emergency Care Program office. Customers include more than 800 student nurses in training and more than 4000 CHOP clinicians. Must be able to meet deadlines, work on several projects at once, and in multiples systems at once, and understand all of the concepts involved in the work performed. Requires independent judgement and excellent coordination and organizational skills.
  
  What you will do

  • Student On-boarding:
  • Develop, assign and manage onboarding process for (800+) student nurses and faculty members (50+)
  • Track student progress on onboarding process and report back to schools
  • Trouble shoot student and instructor issues with onboarding process.
  • Input student information into CHOP IDM to solicit Lawson ID's from CHOPone.
  • Provide ongoing communication with school coordinator to update name changes on a quarterly basis.
  • Create an excel spreadsheet to manage student rotations and faculty member they worked with.
  • Obtain student clearance forms from each rotation to comply with hospital standards
  • Interact and exchange information regularly with personnel from Schools of Nursing, faculty, CHOPOne staff, IS staff, Help desk, and mycareer@CHOP staff.
  • Obtain and track certificate of insurance from schools of nursing
  • Manage systems to support instruction (at least 3 or more)
  • Mentimeter, C3 Software, Blue Jeans, Red Cap, CVent, Survey Monkey, Enrollware, AHA Instructor Network, AHA eCard system, AHA On-line Key Manager and systems that are brought in to be piloted or are new to the department
  • Maintains conference/classroom room schedule
  • Maintains calendar for all educational program coordinated in the Department of Professional Development/Emergency Care Program
  • Utilize CHOP's LMS to build classes, input data, and pull reports
  • Complete intake forms for courses to be built in the LMS
  • Register staff for courses as needed
  • Complete attendance in the system to give staff credit for attending
  • Pull raw data reports and organize data into easy to read format
  • Partner's with Vizient to collect and share Nurse Residency data
  • Enter new Nurse Residents into the data bank at Vizient
  • Update the retention data on CHOP site
  • Pull data from site as needed
  • Tract attendance of residents and make-up days of classes in shared drive
  • Update and maintain an electronic filing system
  • Equipment sign out using I-pads
  • Shared computer drive
  • Creates filing systems for various records and files, maintaining records, forms, and confidential information in an organized manner.
  • Develops procedures for handling routine and urgent requests for unit/program.
  • Scheduling
  • On a yearly basis:
  • Assist with date selection for education calendar for the year
  • Book rooms and AV needs for classes for the calendar year and as updates occur
  • Supports the NM/Program Manager/DON with scheduling as needed
  • Timekeeper for the department of Professional Development/Emergency Care Program-including reviewing timecards and assisting staff with Kronos. Pulling reports from workforce analytics
  • General and Clinical administrative support
  • Answer the telephone - assisting, recording and directing telephone calls.
  • Arrange meetings, securing a location and send out and manage invites via Outlook for recipients
  • Take and type minutes from these meeting to distribute to the mentors for review and reference.
  • Other duties as assigned by the Professional Development Nurse Manager/Emergency Care Program Manager.
  • Establishes routine systems to monitor usage of supplies and equipment to eliminate or minimize waste and/or misuse.
  • Maintains records for processing invoices using Lawson/ChopOne and follows up on delivery of ordered items.
  • Process check request and maintains record of staff transactions and follow-up to assure reconciliation.
  • Assists staff with booking travel arrangements and conferences through Concur.

  Education Qualifications

  • High School Diploma / GED Required

  Experience Qualifications

  • At least five (5) years administrative experience Required

  Skills and Abilities

  • Excellent organizational and coordination skills – and ability to meet deadlines.
  • Excellent interpersonal skills and ability to act as resource person for a diverse group of people and issues.
  • Ability to handle confidential materials.
  • Ability to handle multiple tasks and prioritize appropriately.
  • Excellent independent judgment.
  • Knowledge of Microsoft Word, Excel, PowerPoint
  • Excellent phone etiquette and ability to handle a large volume of phone calls.

  
  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

• 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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