Office Administrator- Animal Research

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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

• Clerical and Administrative Support
  • Perform advanced administrative tasks including triage calls, coordination and scheduling. Respond to complex inquiries and assist stakeholders.
  • Recordkeeping, filing, and reporting including emergency preparedness documents (Downtime kits).
  • Assist in the preparation and coordination of for meetings, interviews, committees, conferences and calendars including catering, schedules, agendas and minutes.
  • Prepare presentations, letters, reports, memoranda, and related materials.
  • Coordinate travel and expense approvals per management request.
  • Assist with preparation of financial, census, statistical, and quality reports.
  • Act as backup for procurement activities including placing animal orders and printing cage cards.
  • Maintain the departmental website by updating and editing layout and content.
  • Event planning and oversight for the department.
  • Monitor departmental digital suggestion box and report findings.
  • Maintain and update departmental contact lists as needed online and within the facilities.
• Office Maintenance
  • Manage office supplies, inventory, and orders for the department.
  • Manage the centralized email account for the department.
  • Manage office maintenance activities (i.e., repairs, environmental services, and pantry).
• 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 Required
• Associate's Degree Preferred

Experience Qualifications

• At least five (5) years administrative experience in office or clinical setting Required
• At least one (1) year of project management experience Preferred
• At least one (1) year of event planning/coordination experience Preferred

Skills and Abilities

• Advanced knowledge of administrative and office management processes, procedures, principles and best practices
• Intermediate knowledge of lab animal science and research programs
• 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, presentation and content/knowledge management software (Word, Excel, PowerPoint, SharePoint)
• Intermediate proficiency in website management
• 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 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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