Office Administrator - Division of Human Genetics

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A Brief Overview

The Division of Human Genetics comprises of three sections: Clinical Genetics, Mitochondrial Medicine, and Metabolism. Treating patients from all over the country and the world, the Division of Human Genetics provides clinical care to patients with a diagnosed, or suspected of having an undiagnosed, genetic disorder. Our mission is to provide clinical care that finds answers for complex and hard-to-diagnose conditions, provide state-of-the-art testing, and serve as global leaders in research and treatment of genetic disorders.

In support of divisional faculty members, this role will oversee non-clinical and non-research administrative tasks managed by providers and leadership. This role will help schedule and support meetings for faculty, coordinate travel, process reimbursements, and serve as air-traffic control for provider needs. This role directly reports to the Senior Practice Business & Operations Manager and has the highest-level individual contributor role. Demonstrates effective workload balance and ability to prioritize imperative work while meeting deadlines across remaining responsibilities.

What you will do

Clerical and Administrative Support:

• Provide comprehensive administrative support for meetings, interviews, committees, conferences, and calendars, including planning, coordination, and logistics.
• Support meeting activities by preparing agendas, documenting meeting minutes, reserving rooms, and coordinating audio/visual needs.
• Prepare and format presentations, correspondence, reports, memoranda, and other professional materials as needed.
• Coordinate travel arrangements and expense approvals, partnering with the Senior Practice Business & Operations Manager to track and reconcile faculty travel and professional development expenses.

Office Operations and Maintenance:

• Manage and maintain office supplies for the division, including inventory monitoring and ordering.
• Oversee the division's centralized email account in collaboration with leadership and the Executive Associate, ensuring timely and appropriate responses.

Employee and Operational Support:

• Maintain divisional calendars, directories, timekeeping records, and staff schedules in collaboration with the Executive Associate.
• Coordinate onboarding and ongoing employee support, including network access, system and program setup, phones, keys, and workspace arrangements.
• Provide additional administrative and operational support as needed, including assistance with academic, training, and divisional initiatives.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least five (5) years of administrative experience in office or clinical setting Required

Skills and Abilities

• Advanced knowledge of administrative and office management processes, procedures, principles and best practices
• Basic knowledge of medical terminology and protocols
• Basic knowledge HIPAA regulations
• Intermediate proficiency with electronic medical record software (EPIC)
• Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communications skills
• Excellent customer service skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Strong conflict resolution skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.