Prog Admin Coord - Pulmonary

Philadelphia, PA, US, 19104

Job Type: 

Req ID: 25581

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

This position is expected to plan, manage, and carry out personnel related policies, procedures, and duties of a highly complex nature. Primary responsibilities include managing all aspects of recruitment and hiring procedures of all CIRP staff and students, planning and carrying out policies related to all phases of personnel activity, assisting with monitoring operational expenses and other administrative duties as needed. Must be highly organized and able to pay close attention to detail, including distinguishing among priority items. Must have the ability to work independently and manage difficult situations with skill, patience, and diplomacy.

Job Responsibilities

Manage and Oversee all aspects related to recruitment activities of staff and students within the Center for Injury Research and Prevention 

  • Facilitate job description preparation along with CHOP HR Recruiter and PI/Supervisor and enter position within SCOUT after approval
  • Work collectively with HR Recruiter to screen potential candidates through SCOUT and make recommendations to hiring supervisor
  • Plan, implement and coordinate all on-boarding procedures for new hires, including but not limited to coordinating interview schedule with PI/Supervisor, completing all documentation and correspondence prior to the starting date of new employees and communicating employee’s start date, bio information, etc.
  • Direct recruitment of Non-traditional Personnel (NTP) with Director of Education and Training and CHOP NTP Office and HR, including processing NTP application, processing on-boarding procedures, setting up e-mail accounts and non-employee ID numbers
  • Codify procedures and work with Co-op school to understand its requirements.
  • Review all applications for REU applicants and determine eligibility for participation in program, schedule interview, and process on-boarding procedures

Plan and carry out policies related to all phases of personnel activity.

  • Research, develop and update personnel policies which will ensure that CIRP recruits and retains a pool of well-trained and highly motivated staff
  • Create and maintain comprehensive personnel records to ensure compliance with Equal Opportunities and other legal requirements and to provide information on staffing issues to institution.
  • Ensure completion and maintain records of CHOP Mandatory requirements for all CIRP staff.
  • Proactively plan for new hires by consulting with PI and supervisor about needed supplies and equipment. Coordinate with necessary staff to ensure purchasing of computer, software, and general office supplies; Set up all new employees work areas
  • Serve as timekeeper of STAR payroll for all CIRP Personnel, including training new employees on STAR payroll system
  • Oversee and manage Personnel Manager database system, including tracking staff effort  and providing projections for effort shortfall
  • Coordinate and assist supervisors with annual employee evaluation process.
  • Coordinate and assist staff with exit interviews and submittal of all documents and belongings from staff.
  • Develop an individualized, specific orientation plan and schedule for newly hired employees based upon the employee’s required responsibilities.  Conduct the CIRP operational procedures component of the orientation.
  • Develop Consultant Agreements for Principal Investigators, supervisors and Research Coordinators
  • Serve as the liaison with CHOP Human Resources for personnel related questions and concerns


Job Responsibilities (Continued)

Monitor and Track Center Operations Expenses and Expenditures 

  • Work in partnership with the CIRP Manager to determine and manage personnel related expenses and expenditures, including the assurance of accurate salary/effort allocations for CIRP staff
  • Communicate with CHOP Business Manager to make changes to staff effort allocations
  • Independently track all operational budgets and expenditures, and reconcile accounts monthly
  • Manage and serve as custodian for multiple petty cash accounts within the Center

Provide general administrative support 

  • Type, copy, scan, distribute, fax, and file correspondence and documents as required by CIRP Senior Leadership.
  • Receive visitors, answer incoming calls and respond to emails in a friendly, accurate and efficient manner.
  • Provide support in office projects and operations, including problem solving office related issue.

Job Responsibilities (Continued)

Required Licenses, Certifications, Registrations


Required Education and Experience

  • Bachelor degree.
  • Five to seven years minimum of related experience in administrative support and/or program management required, preferably in a healthcare-related or academic setting.

Preferred Education, Experience & Cert/Lic

Additional Technical Requirements

  • Excellent interpersonal, organizational and communication (written and verbal) skills.
  • Ability to demonstrate initiative, sound judgment and autonomy in all work.
  • Ability to manage multiple priorities concurrently in a complex, face paced human services environment.
  • Ability to demonstrate proficiency with Windows Software including Word, Excel and PowerPoint programs.
  • Must be able to meet deadlines, work on several projects and priorities simultaneously

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: Medical, Consulting, Administrative Assistant, Pulmonary, Database, Healthcare, Technology, Administrative