Department Coordinator - Division of Pediatrics

Children’s Hospital of Philadelphia•Philadelphia, PA

2d•$56,890 - $71,110•Onsite

About The Position

The role is responsible for managing the daily administrative functions that support operations of the Department. Facilitates multiple ongoing projects and designs and maintains multiple databases and dashboards. Is responsible for the effective operations of all clerical support activities, purchasing/supply management, and the daily operational needs of the Department.

Requirements

High School Diploma / GED Required
At least five (5) years Administrative experience to C-Level Executives or Physicians Required
At least three (3) years Previous experience interacting with high-level executives. Required
Group process facilitation, team building, problem solving, analysis of data, program planning, budget development and justification, writing and editing, astute attention to detail, initiative, high EQ, self-starter, self motivated, proactive and intuitive thinker.
Proficient to Advanced Office Suite/Office 365 user
Proficient to Advanced in Outlook
Proficient to Advanced in Task Management/Project Management Tools

Nice To Haves

Bachelor's Degree Business Administration, Finance, Health or related field Preferred

Responsibilities

Manages some financial functions for department/programs.
Enters and authorizes numerous weekly purchases and expenses for the department.
Collaborates with purchasing to ensure that product selections, vendor choice and price are consistent with hospital practices/policies.
Manages all staff financial inquiries and requests (e.g. unit orders, conference registrations, travel requests, etc.).
Identifies cost saving opportunities.
Follows up with vendors to ensure timely submission of invoices.
Processes Payroll.
Provides administrative support to Leadership.
Maintains calendars, sets up appointments, and coordinates numerous department meetings.
Assists in the preparation and coordination of meetings, responsibilities including scheduling, agenda writing, minute-taking, photocopying, and catering requests.
Takes and distributes meeting minutes in a timely fashion.
Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
Updates department phone directory and Outlook distribution lists.
Manages a high volume of internal and external calls for all programs within the departments; Discerns urgent calls and acts on them appropriately and arranges for phone coverage utilizing all support staff as needed.
Processes incoming/outgoing mail and high volumes of packages for the department.
Ensures all areas are sufficiently stocked with necessary supplies at all times, tracking supply inventory levels and maintaining office/departmental supplies in an organized fashion.
Manages employee schedules for departmental time off calendar.
Creates and updates new hire orientation content and packets as needed.
Coordinates new employee material needs (e.g., keys, phones, mailbox, belongings space).
Updates and prepares the New Employee Orientation with appropriate manager and provides office orientation for all new hires.
Serves as a resource to all department staff.
Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.
Leads and/or assists with special projects, including coordinating staffing for the project, maintaining minutes and project schedules and deadlines.
Develops and implements operational improvements as indicated.
Oversees and maintains departmental data collection.
Triages staffing issues to appropriate manager/leader