Executive Secretary II
Children »s Hospital of Philadelphia Posted on 2022-11-18
| Salary | Not mentioned |
|---|---|
| Location | Philadelphia, PA 19146 (Graduate Hospital area) |
| Type | Full-time |
Job Description
Location: LOC_ROBERTS-Roberts Ctr Pediatric Research
Req ID: 226672
Shift: Days
Employment Status: Regular – Full Time
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.
Job Summary
This role provides advanced secretarial and administrative support to two Vice Presidents (VP’s) with additional team support as designated.
The incumbent should have strong communication and coordination skills with the ability to work across multiple departments, internal, external, practice locations and affiliate hospitals.
Must be able to perform various administrative duties, heavy calendar management with a focus on agenda building, creation of power point presentations, facilitation of meetings and events, as well as meeting deadlines and holding oneself accountable while anticipating the needs of the department.
Must be highly organized, detailed oriented and able to distinguish priority items. Must manage difficult situations with skill, patience, and diplomacy.
Job Responsibilities
General Administrative Functions
Maintain schedules/calendars for the Chair or VP. Includes coordination of travel for the Chair or VP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping Chair or VP 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 Chair or VP’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 Chair or VP. 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 Chair or VP in overall department management
Required Education and Experience
Required Education: High School Diploma / GED
Required Experience:
- Five (5) years of senior administrative or assistant experience.
- Experience in working with medical terminology.
Preferred Education, Experience & Cert/Lic
Preferred Education: Bachelor’s degree
Additional Technical Requirements
- Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)
- Excellent phone etiquette and interpersonal/communication skills
- Excellent 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
Company description:
At Children »s Hospital of Philadelphia (CHOP), we help children grow and thrive — and we offer these same opportunities to the professionals who make up our team. CHOP is a unique work environment, with exceptional team members, supportive managers and state-of-the-art training. Our employees are all empowered to realize their well-defined goals, because we believe everyone makes a difference — it’s the very foundation on which our hospital is built. Since 1855, CHOP has been the birthplace of many dramatic firsts in pediatric medicine. As the nation »s first hospital devoted exclusively to caring for children, CHOP has fostered medical discoveries and innovations that have improved pediatric healthcare and saved the lives of countless children. Today, that same spirit of care and innovation continues. The hospital now employs more than 10,000 people in more than 50 locations across Pennsylvania and New Jersey.
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