Office Administrator - Neonatology Physician Support

Philadelphia, PA, US, 19104

Job Type: 

Req ID: 23303

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Under the direction of a department director, performs advanced administrative services for 5-6 physician faculty in the Division of Neonatology

Job Responsibilities

Essential Accountabilities:

  • Provide high level administrative support to 5-6 faculty in the Division of Neonatology.
  • Responsible for timely and accurate performance of general office duties, including typing, filing, faxing, copying, supply ordering and management of supplies for research operations.
  • Provide high level administrative support to very productive Professors and researchers to include including typing, preparation of manuscripts, and abstracts for academic and research related activities for an additional 3-4 faculty members.
  • Responsible for maintaining CV in FEDS [University of Pennsylvania website].
  • Preparation and submission of NIH grants including faculty biosketch preparation and C.V. updates/revisions.
  • Assist with presentation preparations, including in-house and external conferences, research presentations, etc.[i.e. reserving meeting rooms, ordering
  • Prepare annual Continuing Medical Education application.
  • Responsible for scheduling appointments, meetings, and conferences and accurately relaying information via emails and general announcements.  Responsible for ordering any catering requests. 
  • Responsible for accurately maintaining calendars for several faculty as directed.
  • Responsible for making travel arrangements and submitting expenses for reimbursements
  • Proactively seek assignments from researchers/physicians on a self-directed basis.
  • Maintain consistent communications with office manager regarding work flow, availability and issues related to research activities.
  • Strong working knowledge of Outlook, MS Word, PowerPoint, Excel.
Job Responsibilities (Continued)

Non-Essential Accountabilities:

  • Participate with research related searches either on-line or at the medical libraries.
  • Perform other duties in support of the department as assigned.
  • Adhere to budgetary guidelines 100% of the time.
  • Promote organizational values of patient and visitor satisfaction by demonstrating courtesy and respect for patients and their families, visitors and other employees.
  • Develop and maintain expertise in computer software operation in word processing, slide making, power point, excel, etc.
  • Develop and maintain basic competencies in other software programs as required (spreadsheets, database, etc.)
  • Assists with J1 Visa preparation, working closely with Human Resources and the University of Pennsylvania’s International Affairs Program to facilitate Foreign Nationals entrance into United States for educational purposes.
  • Responsible for provision of appropriate reception services as they relate to department office operations and support.
  • Responsible for answering telephones courteously, transferring calls, responding to inquiries, recording and relaying messages promptly and accurately.
  • Coordinate sorting and distribution of incoming research related mail and dispatching of outgoing mail.
  • Other duties as assigned by office manager.
Required Licenses, Certifications, Registrations
Required Education and Experience

Required Education: High School/GED


Required Experience:  

  • At least five (5) years of secretarial experience.


Preferred Education, Experience & Cert/Lic

Bachelor's degree

Previous physician administrative support experience

Additional Technical Requirements
  • Proficient with Microsoft Word, Excel and PowerPoint.
  • Ability to work independently with minimal supervision.
  • Ability to be pro-active in following up on projects and tasks.
  • Excellent phone etiquette.
  • Ability to handle confidential materials.
  • Ability to handle multiple tasks.
  • Excellent organizational skills.
  • Ability to follow oral and written instructions accurately.
  • Possesses accurate attention to detail and prioritization.
  • Promotes teamwork to achieve CHOP’s mission, while understanding and exceeding customer expectations.

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288




Nearest Major Market: Philadelphia

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