Employment Status: AF - Active - Regular - Full Time
Performs advanced secretarial and administrative support for the Assistant Vice President (AVP). 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 Executive. Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy.
General Administrative Functions
Maintain schedules/calendars for the AVP. Includes coordination of travel for the AVP, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping AVP from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.
Coordinate Expenses Report
Complete expense reports for AVP's travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.
Responsibilities for Phone, Mail etc.
Perform general administrative support duties for the AVP. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.
Other Duties As Required
Required Education and Experience
Required Education: High School/GED
* Five (5) 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.
Preferred Education, Experience & Cert/Lic
Preferred Education: Bachelors degree
Additional Technical Requirements
* Familiar with office environment and filing
* Knowledge of word processing, electronic mail, spreadsheet, and database applications
* Excellent analytic skills
* An aptitude for details and thoroughness
* Ability to handle multiple tasks, meet deadlines and handle confidential materials
* Excellent organization skills
* Excellent phone etiquette
* Ability to function as part of a team to meet the general needs of the organization
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.
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