Office Administrator

Philadelphia, PA, US, 19104

Job Type: 

Req ID: 24138

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Under the Direction of the Director/Manager, creates, reviews and generates reports for the case management  department.  Identifies and tracks trends related to departmental metrics.  Functions as the system administrator for the case management software systems.  Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed.   Supports the operations of the Department and associated case management services and denials.  Serves as a liaison between case management and the  billing and finance department to resolve hospital claim issues.

Job Responsibilities

Office Maintenance

  1. Answers and screen all internal and external calls to determine urgency of the situation and the appropriate next steps within authorized scope of responsibility.
  2. Accurately records and delivers all telephone messages, detailing caller’s name, company, phone number, and reason for call.
  3. Orders, tracks, and distributes office supplies to ensure adequate inventory at all times.
  4. Manages office orders for the Case Management/Admission Management/Hospital Operators departments.
  5. Processes incoming/outgoing mail for the department.
  6. Coordinates and communicates office clean schedules to staff.
  7. Maintains department email account, checking, forwarding and/or responding to emails daily.

Clerical and Administrative Support

  1. Assists in the preparation and coordination of meetings, responsibilities including: scheduling, agenda writing, minute-taking, photocopying, and catering requests.
  2. Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
  3. Maintains systems, procedures, and methods for record keeping and accounts reporting.
  4. Assists with preparation of financial and quality reports.
  5. Coordinates travel and expense approval through concur.
  6. Assists on administrative projects as necessary.


Job Responsibilities (Continued)

Denial Management

  1. Works in collaboration with the denials and appeals coordinator to overturn denied days.
  2. Serves as a liaison between case management and the business office to resolve patient account denials
  3. Retro-review process – organizes and coordinates the process to document retro-approvals and communicates outcomes with the business office.
  4. Update and reconcile denial database
  5. Oversees the NJMA certification forms – follow-up on forms that have not been returned
  6. Oversees projects and works independently and responsibly as assigned.


Creates Generates and Analyzes department operational reports and maintain dashboards.

Systems Administrator

Build and maintain case management system tables.

Front Line support for case managers  - questions, workflows, system errors and interface with CHOP Service desk for escalation.

Required Licenses, Certifications, Registrations


Required Education and Experience

Required Education: High School/GED


Required Experience:  

  • At least five (5) years of secretarial experience.
  • Minimum typing speed of 55-60 wpm.


Preferred Education, Experience & Cert/Lic

Bachelor's degree preferred 

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

Job Segment: Administrative Assistant, Medical, Clerical, Patient Care, Database, Administrative, Healthcare, Technology