Executive Secretary I – Information Services

SHIFT: Day (United States of America)

Seeking Breakthrough Makers Children’s Hospital of Philadelphia (CHOP)—named America’s 2022 Best Large Employer by Forbes—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. About the Job This role provides advanced secretarial and administrative support to the Assistant Vice President (AVP) leaders. The incumbent will coordinate internal and external communications, projects and meetings for the AVP and other professionals in the department. Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the Executive. Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.

This department works approximately 80% remotely, 20% on site in our Philadelphia offices on an as needed basis. What you will do

General Administrative Functions

Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.

Coordinate Expenses Report

Complete expense reports for AVP’s travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.

Responsibilities for Phone, Mail etc.

Perform general administrative support duties for the AVP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.

Other Duties As Required

Assist AVPs in overall department management

Education

High School Diploma / GED Required
Associate’s Degree Preferred

Experience

At least five (5) years senior administrative or assistant experience. Required
Experience in working with medical terminology. Required

Knowledge, Skills and Abilities

Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)
Excellent phone etiquette and interpersonal/communication skills
Strong analytic skills
Ability to adapt to progressive increase in responsibility
Ability to handle confidential materials
Ability to handle multiple tasks and to prioritize
Ability to anticipate needs the Chair or VP and other professionals in the department
Ability to negotiate or mediate difficult situations with tact and diplomacy
Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment
Ability to function as part of a team to meet the general needs of the organization

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, professionals working onsite—at any CHOP location, for any portion of time—must be vaccinated for COVID-19. Learn more. CHOP also requires employees who work in patient care buildings to receive an annual influenza vaccine. Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed. EEO / VEVRAA Federal Contractor | Tobacco Statement


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