Office Administrator - Nursing and Clinical Care Services

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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
Responsible for managing/supporting all schedule processes to support unit operations: build, manage, and execute schedules in Kronos. Provides secretarial services to the Nurse Manager, Nursing Director and all nursing leaders in the designated cost centers. Responsible for the oversight and effective operations of all clerical support activities: customer reception, payroll and human resources records processing and management, purchasing/supply management, budget/accounting monitoring of multiple operating projects and priorities simultaneously (purchase orders & budgeting accounting- of clerical, minor equipment and minor facilities' needs). Requires considerable initiative and ability to work autonomously. Excellent communication skills and independent judgment are essential.

What you will do

• Supports the build, management and execution of all staff schedules in Kronos system (50% of time).
• Serves as the timekeeper for STAR payroll system.
• Opens and closes schedules, provides open shift availability to team.
• Clearly communicates with staff on opening/closing of graphs.
• Review and revise scheduling guidelines in conjunction with nursing leadership according to department policies and hospital standards.
• Develops unit schedule for SNA/IPC and RN staff. Adheres to the unit and department guidelines for scheduling.
• Balances graph, ensures specialty roles on each shift such as charge nurse etc. Monitors PPL time as a whole to balance the graph.
• Corresponds with staff regarding the schedule and requests.
• Creates and maintains summer vacation calendar.
• Monitors holiday wish lists/switches.
• Monitors staff schedules including being the contact person for requesting of days off, vacations and switches.
• Regularly participates in hospital wide-scheduler meetings.
• Partners with central staffing office to implement new IS system features on the unit.
• Partners with leadership on daily operations of the schedule.
• For those units that are outpatient or not necessarily 24/7 in nature, patient scheduling/registration may be substituted in lieu of staff scheduling responsibilities.
• Manages the department administrative and clerical functions including customer reception where needed.
• Ensures adequate and timely response to all requests for information and service by customers that present in person, by telephone, or email.
• Serves as a liaison and problem solver for departmental customers as relates to operational/service needs.
• Answers telephones, screens calls, routes callers, takes messages, and provides routine information to callers promptly and courteously.
• Responds to requests related to educational offering with the department, registration, confirmation of speakers and participants, preparation of program materials.
• Provides administrator coverage for other units as needed (i.e, FMLA, etc.).
• Leadership
• Assists with new staff onboarding and orientation.
• May supervise or mentor others.
• Develops and maintains a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
• Non-Labor Expense Management
• Orders office/unit supplies. Monitors supply budget and implications of ordering. Substitutes office products with lower costs when appropriate to save money.
• Prepares purchase requisitions for supplies and equipment and maintains monitoring system for this activity.
• Collaborates with Purchasing to ensure that product selections, vendor choice, and price are consistent with hospital practices/policies. Again on a smaller scale or it needs to be noted if areas do not have an Operations Manager.
• May monitor travel expense reports.
• Manages the departmental HR records systems, payroll and financial systems of the department.
• Maintains and updates the departmental HR files in a confidential manner. Analyzes all employee profiles and evaluations prior to processing to ensure completion and accuracy for staff. Follows up with HR for discrepancies with the employee profiles. Adheres to Regulatory Requirements.
• Performs a yearly assessment of all employee files for compliance.
• Inputs and updates staff information in Kronos System and keeps records current
• Prepares and processes employee requisitions.
• Maintains and monitors departmental PPL and vacation records. Notifies leadership team of staff violations of hospital policy.
• Speaks directly with staff regarding any payroll issues/adjustments needed.
• Tracks and monitors lateness and UPPL. Notifies manager when employee reaches incidents that warrant discipline.
• Tracks missed swipes.
• Prepares and processes payroll. Prepares payroll problem reports for staff.
• Maintains Unum records and tracks LOA's.
• Interfaces with payroll and benefits as it relates to employee LOA.
• Prepares and processes check requisition, petty cash, and travel authorization forms.
• Assures credentialing and licensure information for the staff is up to date and filed appropriately.
• Provides administrative services for the Nurse Manager, Nursing Director, and the Nursing Leadership Team.
• Maintains calendars for conference rooms.
• Arranges appointments and coordinates meetings as needed.
• Performs work that will involve sensitive information that relates to programs, budgets, or personnel both inside and outside of the department.
• Interfaces with all levels of the CHOP Organization and with leadership of other organizations on behalf of the department.
• Types letters, reports, memoranda from written copy and related material for departmental staff as needed.
• Generates forms and systems using programs such as Microsoft Word, Excel, Power Point, Visio, and other programs.
• Assists with preparation of various reports as assigned.
• Ensures meetings have appropriate meeting room facilities, dietary needs and equipment.
• Communication
• Creates and maintains an environment where staff feels valued, appreciated, and recognized.
• Supports an environment, which treats staff with respect and dignity in conjunction with CHOP's core values.
• Directly communicates with staff via email and phone in a clear, friendly, and professional manner.
• Assesses problems that arise, developing solution/options before escalating to manager.
• Communicates appropriately at multiple levels ranging from student to senior leadership.
• Performs Other Duties as assigned by the Leadership Team.
• Opens and date stamps mail for the department.
• Files, copies, mails and faxes documents for departmental staff as requested.
• Responds to inquiries within three days of receipt (advises of the issues when further research is needed).

Education Qualifications

• High School Diploma / GED Required
• Associate's Degree Preferred
• Bachelor's Degree Preferred

Experience Qualifications

• At least three (3) years related administrative support experience in hospital or academic setting. Preferred

Skills and Abilities

• Knowledge and ability to use Microsoft Applications (Word, Excel, PowerPoint, etc.).
• Ability to handle confidential materials and matters.
• Ability to handle multiple tasks and priorities.
• Ability to learn and operate multiple technology software.
• Ability to promote cooperation between individuals and departments to provide best systems for care and customer service.
• Ability to perform mathematical calculations accurately.
• Excellent interpersonal, organizational and communication (written and verbal) skills.
• Ability to demonstrate initiative, sound judgment and autonomy in all work.
• Ability to follow department policies (i.e. dress code, etc.).

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 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.

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