Reference #: 1014680
SHIFT:Day (United States of America)Seeking Breakthrough MakersChildren'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 InclusionCHOP 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
Recognized specialist that provides advanced administrative support. Oversees departmental scheduling. Coordinates travel. Assists with the preparation of reports. Leads the work of others but does not have direct management responsibilities. Highest level individual contributor role (for non-executive level support). Demonstrates effective workload balance and ability to prioritize imperative work while meeting deadlines across remaining responsibilities.What you will do
Serve as an overall point of contact for the Motility Center and triage messages appropriately.
Partner with nursing and clinical team to process motility second opinion intakes, scheduling, and record retrieval. Including but not limited to:
Ensure patients are scheduled in a timely manner and assist where/if needed.
Assist in triaging appropriate cases to clinical team for review.
Assist in identifying complex scheduling appointments for GI, BH and Nutrition.
Assist in scheduling motility second opinion for behavioral health and nutrition.
Maintain ISMO referral tracking and scheduling of presenters.
Primary contact for motility multi-D clinic scheduling.
Organize and coordinate key center meetings, including:
MMGR
LMC
PACE
Journal Club
Motility All Providers Meeting
Monthly reoccurring center specific meetings
Track and monitor all CME related activities for the Motility Center
Process patient calls, myCHOP messages, medication authorizations, signatures for forms, letters, correspondence, etc. for Medical Director of the Motility Center.
Provides EPIC scheduling maintenance for patient appointments for Medical Director of the Motility Center.
Clerical and Administrative Support
Perform advanced administrative tasks including triage calls, coordination and scheduling. Respond to complex inquiries and assist stakeholders.
Maintain systems, procedures, and methods for record keeping and reporting.
Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including schedules, agendas and minutes.
Prepare presentations, letters, reports, memoranda, and related materials.
Coordinate travel and expense approval.
Assist with preparation of financial and quality reports.
Office Maintenance
Manage office supplies and order for the department.
Manage the centralized email account for the department.
Employee Support
Maintain the departmental calendar, directory, timekeeping, and schedules.
Update and provide new employee orientation for all new hires.
Collaborate internally all new employee needs including network setup, program access, phones, keys, and physical space.
Other duties and administrative support projects as required.Education Qualifications
High School Diploma / GED RequiredExperience Qualifications
At least five (5) years administrative experience in of ice or clinical setting RequiredSkills and Abilities
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 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
Strong decision making and prioritization skills
Knowledge of administrative processes and procedure, as well as principles and practices of office managementTo 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 be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.EEO / VEVRAA Federal Contractor | Tobacco StatementChildren'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.