Nursing & Clinical Care Services Administrative Assistant

SHIFT:

Day (United States of America)

Seeking Breakthrough Makers

Children’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 does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.


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

• Provide comprehensive administrative and clerical support to nursing leadership and department operations.

• Serve as the first point of contact for staff, patients, and visitors by responding promptly and professionally to phone, email, and in-person inquiries.

• Maintain accurate and confidential employee records, including HR files, licensure, certifications, and compliance documentation.

• Assist with new staff onboarding, orientation, and coordination of educational or training sessions.

• Manage departmental purchasing, including supply orders, expense tracking, and preparation of requisitions, reimbursements, and petty cash requests.

• Coordinate department meetings and events—prepare materials, manage calendars, and ensure logistical needs (rooms, equipment, catering) are met.

• Support leadership in preparing reports, correspondence, and other documents using Microsoft Office applications.

• Partner with HR, Payroll, and other departments to resolve employee-related issues such as leave tracking, compliance requirements, or policy adherence.

• Maintain communication with staff and leadership, addressing issues professionally and offering solutions before escalation.

• Promote a positive, respectful, and efficient work environment aligned with CHOP’s values and service standards.

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 Office Suite (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 receive an annual influenza vaccine. Learn more.

EEO / VEVRAA Federal Contractor |