Office Coordinator II

A Brief Overview

This role provides advanced administrative and secretarial support.

Responsible for coordination of complex schedules. Works independently on routine issues. Explains policies/procedures. Thinks critically about the order and resource allocation between tasks to increase productivity and efficiency. May provide assistance to lower-level employees. Seasoned employee that is able to address complex scenario. Thinks critically about the order and resource allocation between tasks to increase productivity and efficiency.

Schedule

• Location: Hub for Clinical Collaboration

• During the first 90 days, this position is fully onsite, Monday through Friday, from 8:00 AM to 4:30 PM.

• After the initial 90-day period, there may be an opportunity to transition to a hybrid work model.

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.

Responsibilities

• Perform advanced administrative tasks including triage calls, coordination and scheduling.

• Assist with complex patient services including scheduling appointments, check outs, sending documentation and contacting appropriate stakeholders.

• Respond to complex inquiries and assist stakeholders according to procedures.

• Manage records including charts, files, and correspondence according to procedures.

• Assist with the maintenance of systems, procedures, and methods for record keeping and reporting.

• Schedule and provide administrative support for meetings, interviews, committees, conferences and calendars.

• Prepare presentations, letters, reports, memoranda, and related materials.

• Oversee office supplies for the department.

• Assist with new hire process and employee support including timekeeping.

• Other duties and administrative support projects as required.

Education

• Required: High school diploma/GED

Experience

• Required: At least three (3) years of administrative experience in office and clinical setting

Skills and Abilities

• Intermediate 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 word processing software (Microsoft Word)

• Intermediate proficiency with spreadsheet software (Microsoft Excel)

• Basic proficiency with presentation software (Microsoft PowerPoint)

• Excellent verbal and written communications skills

• Excellent customer service skills

• Excellent interpersonal skills

• Excellent organizational skills

• Strong time management skills

• Solid conflict resolution skills

• Ability to maintain confidentiality and professionalism

• Ability to work independently with minimal supervision

• Ability to collaborate with stakeholders at all levels