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$58k–$73k/yr
Full-time
high school, bachelor degree
Health insurance, Influenza vaccine
Posted 1d ago
~40 hrs/week
Responsibilities
The Department Coordinator manages daily administrative functions, including financial processing, purchasing, and supply management for the department. They also facilitate projects, maintain databases, and provide comprehensive administrative support to leadership.
Requirements
Candidates must have at least five years of administrative experience supporting C-level executives or physicians. A high school diploma is required, while a bachelor's degree in business, finance, or a related field is preferred.
Full 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 The role is responsible for managing the daily administrative functions that support operations of the Department. Facilitates multiple ongoing projects and designs and maintains multiple databases and dashboards. Is responsible for the effective operations of all clerical support activities, purchasing/supply management, and the daily operational needs of the Department.
What you will do
Manages some financial functions for department/programs.
Enters and authorizes numerous weekly purchases and expenses for the department.
Collaborates with purchasing to ensure that product selections, vendor choice and price are consistent with hospital practices/policies.
Manages all staff financial inquiries and requests (e.g. unit orders, conference registrations, travel requests, etc.).
Identifies cost saving opportunities.
Follows up with vendors to ensure timely submission of invoices.
Processes Payroll.
Provides administrative support to Leadership.
Maintains calendars, sets up appointments, and coordinates numerous department meetings.
Assists in the preparation and coordination of meetings, responsibilities including scheduling, agenda writing, minute-taking, photocopying, and catering requests.
Takes and distributes meeting minutes in a timely fashion.
Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
Updates department phone directory and Outlook distribution lists.
Manages a high volume of internal and external calls for all programs within the departments; Discerns urgent calls and acts on them appropriately and arranges for phone coverage utilizing all support staff as needed.
Processes incoming/outgoing mail and high volumes of packages for the department.
Ensures all areas are sufficiently stocked with necessary supplies at all times, tracking supply inventory levels and maintaining office/departmental supplies in an organized fashion.
Manages employee schedules for departmental time off calendar.
Creates and updates new hire orientation content and packets as needed.
Coordinates new employee material needs (e.g., keys, phones, mailbox, belongings space).
Updates and prepares the New Employee Orientation with appropriate manager and provides office orientation for all new hires.
Serves as a resource to all department staff.
Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.
Quality/Process Improvement
Leads and/or assists with special projects, including coordinating staffing for the project, maintaining minutes and project schedules and deadlines.
Develops and implements operational improvements as indicated.
Oversees and maintains departmental data collection.
Triages staffing issues to appropriate manager/leader
Education Qualifications
High School Diploma / GED Required
Bachelor's Degree Business Administration, Finance, Health or related field Preferred
Experience Qualifications
At least five (5) years Administrative experience to C-Level Executives or Physicians Required
At least three (3) years Previous experience interacting with high-level executives. Required
Skills and Abilities
Group process facilitation, team building, problem solving, analysis of data, program planning, budget development and justification, writing and editing, astute attention to detail, initiative, high EQ, self-starter, self motivated, proactive and intuitive thinker.
Proficient to Advanced Office Suite/Office 365 user
Proficient to Advanced in Outlook
Proficient to Advanced in Task Management/Project Management Tools
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:
$58,300.00 - $72,900.00 Annually
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.
Related keywords
Department CoordinatorAdministrative SupportFinancial FunctionsPurchasingSupply ManagementPayrollProject ManagementData CollectionOffice 365OutlookBudget DevelopmentNew Hire OrientationProcess ImprovementClerical SupportHealthcare AdministrationDashboard Maintenance
Since its start in 1855 as the nation's first hospital devoted exclusively to caring for children, The Children's Hospital of Philadelphia has been the birthplace for many dramatic firsts in pediatric medicine. The Hospital has fostered medical discoveries and innovations that have improved pediatric healthcare and saved countless children’s lives.
Today, The Children's Hospital of Philadelphia is one of the leading pediatric hospitals and research facilities in the world. Our 150 years of innovation and service to our patients, their families and our community reflect an ongoing commitment to exceptional patient care, training new generations of pediatric healthcare providers and pioneering significant research initiatives.
Offices: 34th St. and Civic Center Blvd., Philadelphia, PA 19104, US · 3401 Civic Center Blvd, Philadelphia, PA 19104, US
Since its start in 1855 as the nation's first hospital devoted exclusively to caring for children, The Children's Hospital of Philadelphia has been the birthplace for many dramatic firsts in pediatric medicine. The Hospital has fostered medical discoveries and innovations that have improved pediatric healthcare and saved countless children’s lives.
Today, The Children's Hospital of Philadelphia is one of the leading pediatric hospitals and research facilities in the world. Our 150 years of innovation and service to our patients, their families and our community reflect an ongoing commitment to exceptional patient care, training new generations of pediatric healthcare providers and pioneering significant research initiatives.
Offices: 34th St. and Civic Center Blvd., Philadelphia, PA 19104, US · 3401 Civic Center Blvd, Philadelphia, PA 19104, US