Office Administrator- Animal Research

Children's Hospital of Philadelphia; Philadelphia (Philadelphia County); On-site; Full time

Job summary

Children's Hospital of Philadelphia is seeking an Office Administrator for Animal Research to support administrative processes in a dynamic healthcare environment. The role requires extensive experience in administrative tasks, excellent communication skills, and the ability to manage various office functions effectively. Ideal candidates will have a high school diploma and strong organizational abilities, as well as a commitment to supporting pediatric care and advancing healthcare innovation.

Qualifications

• 5+ years administrative experience in office or clinical setting required.
• Strong project management and event coordination skills preferred.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Provide advanced administrative support including scheduling and recordkeeping.
• Manage office supplies and coordinate departmental travel.
• Assure department readiness for meetings and events.

Skills

Advanced knowledge of administrative and office management processes

Excellent verbal and written communications skills

Excellent customer service skills

Excellent organizational skills

Time management skills

Education

High School Diploma / GED

Associate's Degree

Tools

Microsoft Office

Electronic medical record software (EPIC)

Job description

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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.

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

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.

What You Will Do

• Clerical and Administrative Support
• Perform advanced administrative tasks including triage calls, coordination and scheduling. Respond to complex inquiries and assist stakeholders.
• Recordkeeping, filing, and reporting including emergency preparedness documents (Downtime kits).
• Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including catering, schedules, agendas and minutes.
• Prepare presentations, letters, reports, memoranda, and related materials.
• Coordinate travel and expense approvals per management request.
• Assist with preparation of financial, census, statistical, and quality reports.
• Act as backup for procurement activities including placing animal orders and printing cage cards.
• Maintain the departmental website by updating and editing layout and content.
• Event planning and oversight for the department.
• Monitor departmental digital suggestion box and report findings.
• Maintain and update departmental contact lists as needed online and within the facilities.
• Office Maintenance
• Manage office supplies, inventory, and orders for the department.
• Manage the centralized email account for the department.
• Manage office maintenance activities (i.e., repairs, environmental services, and pantry).
• 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.
  

Education Qualifications

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

Experience Qualifications

• At least five (5) years administrative experience in office or clinical setting Required
• At least one (1) year of project management experience Preferred
• At least one (1) year of event planning/coordination experience Preferred
  
  

Skills And Abilities

• Advanced knowledge of administrative and office management processes, procedures, principles and best practices
• Intermediate knowledge of lab animal science and research programs
• 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, presentation and content/knowledge management software (Word, Excel, PowerPoint, SharePoint)
• Intermediate proficiency in website management
• 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
  
  

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.

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SALARY RANGE:

$27.35 - $34.19 Hourly

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

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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