Office Administrator (Onsite)

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

Job summary

Children's Hospital of Philadelphia (CHOP) seeks an experienced administrative specialist to provide advanced support across the department. You will manage scheduling, travel, and reporting processes while coordinating meetings and communications with stakeholders.

With at least five years of administrative experience in clinical or office settings, you will handle confidential information, use EPIC EMR and Microsoft Office proficiently, and maintain organized records and calendars to support

Qualifications

• Advanced administrative tasks including triage calls, scheduling, and report preparation.
• Intermediate knowledge of EPIC EMR and Microsoft Office suite.
• Understanding of HIPAA regulations and patient confidentiality.

Responsibilities

• Provide clerical and administrative support to the department.
• Coordinate travel, meetings, calendars, and minutes.
• Prepare presentations, letters, reports, and related materials.

Skills

Advanced admin tasks

EPIC EMR

HIPAA knowledge

Microsoft Office

Verbal and written communication

Organization

Independence

Education

High School Diploma or GED

Tools

EPIC EMR

Microsoft Office

Job description

United States, Pennsylvania, Philadelphia

Oct 27, 2026

SHIFT: Any (United States of America)

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 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 or 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 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 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. Click here for more information regarding CHOP's Compensation and Benefits.