Office Administrator - Medical Education

Philadelphia, PA, US, 19104

​Location: LOC_MAIN-Main Hospital 

Req ID: 231980

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, administrative, clinical and employee management support for the Department of Pediatrics Office of Medical Education.  The position will report to the Program Manager of Medical Education and will follow a hybrid work schedule.  The position will also work closely with other faculty members and administrative leaders in the Office of Medical Education, the Residency and Fellowship Programs, and Continuing Medical Education.

Job Responsibilities

Administrative Program Support
•    Provide administrative and logistical support for the Grand Rounds speaker series.  This entails collating nominations, collecting calls for speakers, then sending list of nominees to relevant divisions.  Organize hotel and dinner reservations, distribution of meeting invites, collect CME and W9 forms, and communicate with speakers.  Communication with speaker includes collecting and submitting receipts for reimbursement, processing honorarium payments if applicable.
•    Provide administrative and logistic support for the residency program Y curriculum blocks.
•    Provide meeting setup support during residency noon conferences, includes tech setup. 
•    Support the Residency and Fellowship programs with FRAW events.
•    Support LEAP Program
•    Assist with the planning of academic half days: conference room reservations, room setup, AV support. 

Clerical 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 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.
•    Act as the liaison with CME office
•    Act as primary point of contact for questions and guidance about processes related to education in the department
•    Assist with outcome and data collection related to the department’s education mission. This includes use of RedCap and/or other survey tools.
•    Run data reports and be able to effectively use excel, outlook, and other technology 
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.

Required Licenses, Certifications, Registrations


Required Education and Experience

Required Education: High School/GED


Required Experience: Two (2) years of administrative experience.

Preferred Education, Experience & Cert/Lic

Preferred Experience: Five (5) years of progressively responsible administrative support experience in an academic, scientific or office setting. 

Additional Technical Requirements

  • 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 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

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.  

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Nearest Major Market: Philadelphia

Job Segment: Healthcare Administration, Patient Care, Pediatric, EMR, Administrative Assistant, Healthcare, Administrative