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Secretary to Chief

Date: Dec 13, 2018

Location: Philadelphia, PA, US, 19104

Company: CHOP

Job Description

Req ID: 22022

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

Performs advanced secretarial and administrative support. Is responsible for coordinating all aspects for faculty recruitment, appointments, reappointments and promotions with the Hospital of the University of Pennsylvania, The Children’s Hospital of Philadelphia and the University of Pennsylvania School of Medicine.   Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the department, physicians and candidates. 

Job Responsibilities

1.            Executive administrative support for Office of the CCRO/AVP                                                                                    

                •             Manage the general office functions of the CCRO/AVP including scheduling, purchasing, travel, maintenance, and communications

•             Manage the general office functions of the Senior Director of the CRSO including scheduling, purchasing, travel, maintenance, and communications

•             Assist CCRO/AVP in organizational efforts including internal and external presentations, and coordination of executive activities with Research and Hospital Administration

•             Prepare, edit, and distribute correspondence, reports, memoranda, contracts, agreements, and other documents for the CCRO/AVP

•             Support the CCRO with project timeline management for ongoing projects within the CRSO

•             Serve as the main contact person for the Office of the CCRO/AVP; respond in a timely, reasonable, and professional manner to requests for materials, meetings, and other matters as they occur.

•             Provide other general administrative support as required

Job Responsibilities (Continued)

2.            Administrative support for the research program of the CCRO                                                                                   

                •             Prepare, submit, and track all local and national regulatory documents in support of the research program of the CCRO

•             Coordinate and track (with Research Administration) external and internal cost accounts for the CCRO

•             Coordinate and manage hiring processes (with Human Resources) for all new research program and office personnel

•             Provide other general administrative support as required

Job Responsibilities (Continued)

3.            Administrative support for the CHOP based PENN biostatistics faculty                                                                   

                •             Assist CHOP based PENN biostatistics faculty with schedule management, purchasing, and travel reimbursement               

Required Licenses, Certifications, Registrations


Required Education and Experience

  • High school diploma or equivalent
  • Five years of administrative assistant experience in hospital and academic administration and able to adapt to progressive increase in responsibility.  
  • Experience in working with medical terminology required. 

Preferred Education, Experience & Cert/Lic

  • College degree preferred.

Additional Technical Requirements

  • Working knowledge of how translational research works
  • Working knowledge of research grants and contracts
  • Demonstrates consistently effective communication skills (verbal and written) and is capable of concurrently managing multiple complex projects. 
  • Possesses high-level computer skills, including but not limited to, word processing, spreadsheet construction, presentation software, project management software using Gantt diagrams or other project tracking methodologies, and electronic communications. 
  • Outwardly demonstrates a sanguine, customer-service oriented demeanor. 
  • Works against tight deadlines with a positive, “can-do” attitude. 

Capable of prioritizing duties and working independently.

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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