Office Administrator

Children’s Hospital of Philadelphia•Philadelphia, PA

3d•$27 - $34

About The Position

This role is a 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.

Requirements

High School Diploma / GED Required
At least five (5) years of administrative experience in office or clinical setting Required
Advanced knowledge of administrative and office management processes, procedures, principles and best practices
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 customer service skills
Excellent interpersonal skills
Excellent organizational skills
Excellent time management skills
Strong conflict resolution skills
Ability to maintain confidentiality and professionalism
Ability to work independently with minimal supervision
Ability to collaborate with stakeholders at all levels

Responsibilities

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.