Office Administrator - Division of Ophthalmology (Internal Hiring Practice)

Children's Hospital of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 39,000 - 48,000; Full time

Job summary

Children's Hospital of Philadelphia is seeking an experienced administrative specialist to provide advanced support in a busy department. This role oversees scheduling, coordinates travel, and assists with reporting, guiding staff on non-managerial tasks.

You will manage calendars, meetings, and correspondence, prepare presentations, and ensure accurate record keeping. Proficiency with EPIC and MS Office, plus HIPAA awareness, will help you excel in CHOP's collaborative environment.

Qualifications

• High School Diploma or GED required.
• At least five (5) years of administrative experience in office or clinical settings.
• Advanced knowledge of administrative processes and best practices.
• Basic knowledge of medical terminology and HIPAA.
• Proficiency with EPIC and MS Office (Word, Excel, PowerPoint).

Responsibilities

• Clerical and Administrative Support.
• Perform advanced admin tasks including triage calls, coordination and scheduling.
• Maintain systems for record keeping and reporting.
• Assist in preparation and coordination of meetings, calendars, agendas, and minutes.
• Prepare presentations, letters, reports, memoranda, and related materials.
• Coordinate travel and expense approvals.
• Assist with preparation of financial and quality reports.
• Office maintenance and supplies management.
• Manage centralized department email account.
• Maintain departmental calendar and timekeeping.
• Provide new employee orientation and onboarding support.
• Collaborate with stakeholders to meet new employee needs.
• Other duties and admin projects as required.

Skills

Advanced admin

Record keeping

Meeting coordination

Travel coordination

Financial reporting

HIPAA basics

Medical terminology

MS Office

Verbal/written comms

Customer service

Interpersonal skills

Time management

Independent work

Stakeholder collab

Education

High School Diploma / GED

Tools

EPIC EMR

Microsoft Office

Job description

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 does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

A Brief Overview

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.

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.
• 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.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least five (5) years of administrative experience in office or clinical setting Required

Skills and Abilities

• 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 skillsExcellent 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 receive an annual influenza vaccine. Learn more.

EEO / VEVRAA Federal Contractor | Tobacco Statement

SALARY RANGE:

$28.05 - $35.05 Hourly

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

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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.