Admin Coord

Req ID: 21568

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

The Administrative Coordinator in the Division of Neonatology performs advanced secretarial and administrative support for several faculty/attending neonatologists and the Medical Directors for the Newborn/Infant Intensive Care Unit.  This position provides support for the recruitment, education and operational activities related to the Division of Neonatology.   Must be able to perform various administrative duties, interface positively with the public, meet deadlines and hold oneself accountable to anticipate the needs of the Division.  Must be highly organized and able to distinguish among priority items, and plan all scheduled items in detail. Must manage difficult situations with skill, patience, and diplomacy. The individual must demonstrate initiative, resourcefulness, and problem-solving skills.  In addition, the person must be able to work independently in terms of prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow.  

Job Responsibilities

General Administrative Functions

Maintain schedules/calendars for the Neonatology physicians.  Includes coordination of travel, in addition to multiple daily changes and extensive interface with divisional leaders and their assistants.  Plan meetings including securing rooms, and ordering food, etc.  Attend and take minutes for the monthly Clinical Faculty Meeting. Create and provide materials as necessary for agenda.  Provide support in preparing presentations and documents required by divisional leaders.

Coordinate Expenses Report

Complete expense reports for travel and miscellaneous expenses.  Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.                                                    

Responsibilities for Phone, Mail etc.

Perform general administrative support duties for the AVP.  Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.


Required Licenses, Certifications, Registrations


Required Education and Experience

  • Associate’s Degree
  • 3 to 5 years of relevant experience

Preferred Education, Experience & Cert/Lic

  • Bachelor’s Degree

Additional Technical Requirements

  • Familiar with office environment and filing
  • Knowledge of word processing, electronic mail, spreadsheet, and database applications
  • Excellent analytic skills
  • An aptitude for details and thoroughness
  • Ability to handle multiple tasks, meet deadlines and handle confidential materials
  • Excellent organization skills
  • Excellent phone etiquette
  • Ability to function as part of a team to meet the general needs of the organization                                                                                                                                  

He/she should demonstrate strong skills in:

  • Communication (written and verbal)
  • Problem-solving and decision-making
  • Administration and organization
  • Prioritization
  • Goal-setting
  • Collegiality
  • Timeliness
  • Ability to work independently
  • Computer applications

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children'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.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288 

Email:[email protected]