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Office Coordinator II

Date: Dec 6, 2018

Location: Philadelphia, PA, US, 19104

Company: CHOP

Job Description

Req ID: 22967

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Under the direction of the Practice Admin Manager, performs complex and diversified secretarial, clerical and administrative functions. Must be able to meet deadlines, work on several projects at once and understand all of the concepts involved in the work performed. May require some independent judgment. 

Job Responsibilities

  1. Provide Administrative Support for the Physician.
    • Schedule academic meetings
    • Manage incoming calls
    • Format/send letters/correspondence
    • Manage reimbursements for outside lectures/committee participation, etc.
    • Make travel arrangements for academic meetings, etc.
    • Provide general administrative support.
  2. Provide General Administrative Support for Endocrinology staff.
    • Act as point person for facilities/IS/communications, etc.
    • Order supplies
    • Do mail run and distribute mail
    • Manage incoming calls
    • Distribute faxes
    • Perform basic receptionist duties
    • Maintain schedules for three conference rooms
  3. Provide Administrative Support for the Congenital Hyperinsulinism Center.
    • Precert all elective admissions in EPIC
    • Precert all outside transfer admissions in EPIC
    • Send out admissions list weekly
    • Answer HI hotline and check messages; forward information to team
    • Mail out preadmission sheets to patients
    • Print and send discharge letters from Epic to referring physicians and parents
    • Assemble new charts
    • Assemble new patient packets
    • Enter new and follow-up information in HI database
    • Attend and take minutes at monthly/bi-monthly HI outreach meetings with team
    • Send reminders for HI quarterly meetings; gather PowerPoint presentations prior to meeting; print and copy documents for meeting
    • Assist with planning symposium and family meeting(s)

Job Responsibilities (Continued)

  1. Provide Administrative Support for the Diabetes Center.
    • Answer hotline and forward information to team

       5. Provide General administrative Support for Division and other projects, duties as needed

Job Responsibilities (Continued)

Required Licenses, Certifications, Registrations


Required Education and Experience

High School graduate

At least 5 years of progressively responsible administrative support experience in an academic, scientific or medical setting

Preferred Education, Experience & Cert/Lic

Additional Technical Requirements

Knowledge of Microsoft Office Suite specifically including Word, Excel and Powerpoint

Excellent typing skills

Excellent phone etiquette and customer service skills

Familiarity with medical terminology

Ability to handle confidential materials

Ability to handle multiple tasks and prioritize appropriately

Excellent organizational skills and ability to meet deadlines

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: Office Manager, Medical, Endocrinology, EMR, Clerical, Administrative, Healthcare