Office Manager
Children »s Hospital of Philadelphia Posted on 2022-11-18
| Salary | Not mentioned |
|---|---|
| Location | Philadelphia, PA 19104 (University City area) |
| Type | Full-time |
Job Description
Location: LOC_MAIN-Main Hospital
Req ID: 224374
Shift: Rotating
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
The role is responsible for managing the administrative and financial functions that support operations of numerous programs within the department. Facilitates multiple ongoing projects, designs and maintains multiple databases and dashboards, manages staff schedules, and oversees department orientation and staff development. Directly supervises office administration personnel and is responsible for the oversight and effective operations of all clerical support activities, purchasing/supply management, fiscal monitoring of multiple budgets, and billing operations.
This role will work onsite with a standard day shift schedule of 8am – 4pm. A successful applicant should have a minimum of 5 years healthcare office leadership experience, ideally in a high volume setting.
Job Responsibilities
1. Manages financial functions for all department programs.
- In collaboration with Director and/or program Managers, effectively manages the budget for all units and/or programs, authorizing purchases and expenses accordingly.
- Collaborates continuously with Financial Business partner to assure financial compliance and accuracy for all program budgets and billing.
- Provides oversight of data management and billing responsibilities.
- Responsible for managing all staff financial inquiries and requests (e.g. unit orders,conference registrations, travel requests, etc.).
- Identifies and purchases supplies and equipment for the multiple programs as needed.
2. Provides supervision to cross-functional clerical staff.
- Provides direction and supervision of the other clerical support staff, including recognition of outstanding work and counseling/discipline of substandard work.
- Assigns administrative support duties to the other support staff in order to achieve smooth operation of all programs.
- Assures high level of productivity, efficiency and effective customer service of clerical support staff.
- In collaboration with the Directors and Managers, completes annual performance appraisals and counseling and disciplinary actions for assigned staff.
3. Manages department staffing schedules
- Maintains the weekday, weekend, and holiday on-call schedules for department staff, including tracking of referrals and ensuring shifts are adequately covered.
Job Responsibilities (Continued)
4. Oversees staff orientation and ongoing educational needs
- Coordinates all elements of new employee orientation needs, including communication with hire prior to start date.
- Creates and updates new hire orientation content and packets as needed
- Develops new hire orientation schedules in collaboration with hiring managers.
- Coordinates new employee material needs (e.g., keys, Ascom phones, mailbox, belongings space).
- Updates and prepares the New Employee Orientation binder and provides office orientation for all new hires.
5. Quality/Process Improvement
- Leads and/or assists with special projects, including coordinating staffing for the project, maintaining minutes and project schedules and deadlines.
- Ensures compliance with regulations and standards set forth by regulatory agencies.
- Develops and implements operational improvements as indicated.
- Collaborates with Director and program Managers on dashboard development for all programs.
- Monitors ongoing key indicators to improve services/care across all programs.
- Oversees and maintains departmental data collection.
- Handles patient/family complaints and problems.
Job Responsibilities (Continued)
6. Provides administrative support to the Director, Managers and staff of Cthe department.
- Maintains calendars, sets up appointments, and coordinates meetings.
- Manages the @CHOP Community site, including the addition/deletion of staff, advising staff on how to access and navigate the site, and managing site files.
- Updates department phone directory in collaboration with the Telecommunications Department.
- Manages a high volume of internal and external calls for all programs within the departments. Discerns urgent calls and acts on them appropriately. Arranges for phone coverage utilizing all support staff as needed.
- Processes incoming/outgoing mail and high volumes of packages for the department.
- Makes sure all areas are sufficiently stocked with necessary supplies. Tracks supply inventory levels, processes purchase orders for the Departments, and stocks and maintains office and departmental supplies in an orderly and organized fashion. Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.
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.
Follow us