SHIFT:
Day (United States of America)
This role coordinates complex clinical / program activities and provides high-level administrative and program support.
Job Responsibilities:
1. Answer and Manage Incoming Calls
* Identify the department or PI office and self
* Email messages to PI including information on caller, return number, and time of call
2. Mail/Shipping
* Sort and distribute incoming Mail and outgoing Mail
* Prepare and mail appropriate US/UPS/Federal Express Packages
* Coordinate with Shipping Core for research related shipments
3. Coordinate Interviews
* Schedule interviews for faculty or new hires
* Coordinate meals
* Book and/or reimburse travel expenses
* Prepare and disseminate the itinerary
* Obtain visitor passes, parking permits, provide directions and escort to meetings
4. Manage PI Schedules
* Meet with PI weekly to review calendar
* Add seminars and confirm details to relevant calendars
* Print out relevant materials for upcoming meetings
* Record, transcribe and distribute minutes of meetings
5. Travel Arrangements
* Maintain travel preferences & profiles
* Book travel through CHOPGo
* Prepare itineraries including schedule and relevant travel documentation
6. Maintain Files
* Organize shared drives
* File, label, organize and respond to requests for files
7. Maintenance
* Ensure that office machines are kept in working order
* Call and monitor repairs and annual inspections
* Maintain equipment inventories, including keeping inventory of and ordering office supplies and ensuring that staff have what they need
* Obtain and keep record of service agreements
8. Seminars & Special Projects
* Coordinate events as needed
* Design promotional materials
* Create registration systems
* Work with caterers and suppliers for project needs
9. Conference Room Management
* Book and approve conference room requests
* Maintain clean and functional spaces
10. Finances
* Track accounts and activity balances to ensure monies are spent
* Maintain records of current salaries, efforts & commitments
* Meet with business manager monthly to review finances – salary allocations and spending
11. Purchasing
* Order & provide training/support to lab staff utilizing Concur
* Obtain purchase orders from outside vendors, request invoices, submit check requests
* Process all invoices through the CHOP email system, by adding route key to invoices for submission
* Work with vendors to invoice AP directly
* Track missing orders
12. Reimbursements
* Process travel and purchase reimbursements through WorkDay
* Track approvals and check processing and monitor errors
13. Grants
* Update Biosketches, Other Support, and FEDS (Faculty Educational Database System)
* Draft budgets & work with Business Manager to finalize
* Communicate with SPO and provide/upload missing information for eSPA
* Obtain signatures for letters of support and Penn Transmittal forms
* Submit grant in lieu of PI, as needed
14. Tech Transfer
* Coordinate MTA form completion
* Monitor MTA status & keep collaborators abreast of process
* Assist with Disclosures and Confidentiality Agreements
15. Personnel
* Maintain biosketches
* Facilitate on-boarding of new hires
* Work with human resources to resolve issues
* Initiate IS requests as needed
* Handle NTP requests and follow up with NTP office & NTPs
* Facilitate employment transitions
* Help resolve benefits questions
* Coordinate events and community building
16. Support PI Teaching Activities
* Coordinate class schedules, room bookings and student meetings
* Provide Blackboard/Canvas support
* Draft and print exams, deliver/pickup for grading, disseminate to students
17. Oversee Department Admins
* Meet regularly to discuss issues, best practices, and any needs
* Disseminate information and educational opportunities
* Liaison between research admins and hospital administration
18. Support Experimental Pathology
* Organize faculty meetings
* Disseminate information from Bob Doms and other hospital admin
* Disseminate seminars and chalk talks of interest to department faculty and staff
* Organize faculty promotion events
Seeking Breakthrough Makers
Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.
At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.
CHOP’s Commitment to Diversity, Equity, and Inclusion
CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.
We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.
A Brief Overview
This role coordinates complex clinical / program activities and provides high-level administrative and program support.
What you will do
Education Qualifications
Experience Qualifications
Skills and Abilities
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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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