Admin & Clinical Services Coordinator

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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'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 talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children. We strongly encourage candidates of all races, colors, ethnicities, religions, perspectives, sexes, backgrounds, and lived experiences to apply.

A Brief Overview

This role provides advanced administrative and clinical management support to several Medical Directors within the Section of Pediatric Hospital Medicine (PHM) in the Division of General Pediatrics. The position supports all aspects of the team's academic mission-including clinical care, research, and education-and serves as a key liaison to internal and external partners.

Key Responsibilities:

• Calendar Management: Maintain and update physician calendars, schedule meetings, and coordinate with other administrators; utilize meeting polls to identify participant availability.

• Meeting Coordination: Prepare and organize agendas and presentations, reserve meeting spaces, arrange catering, record meeting minutes, and manage follow-up communications.

• Team Communication: Develop, organize, and manage recurring communications for the PHM team.

• Financial and Administrative Support: Process check requests and expense reports; provide fax coverage and general administrative support as needed.

• Academic and Project Support: Assist with academic activities, complex meeting logistics, and travel arrangements; support special projects and other administrative initiatives as assigned.

• Experience with Qgenda (preferred)

• Experience with Epic (preferred, beyond required proficiency)

• Proficiency with Microsoft Outlook

Ideal Candidate:

The successful candidate will be a detail-oriented and highly organized professional who thrives in a collaborative environment. Strong communication skills, a proactive and service-oriented approach, and the ability to manage multiple priorities are essential for success in this role.

Administrative support includes, but is not limited to the following:

What you will do

• Perform advanced administrative tasks and organization to support all aspects of the academic mission: clinical, research, teaching. Typically provide support to multiple faculty and/or members of the team.
• Manage significant volumes of clinical care coordination and functions including intake, triage, communication, documentation and scheduling for patient families. Perform patient IP intake duties as needed.
• Key point of contact for patient MyCHOP messages, addressing administrative inquiries and triaging clinical questions.
• Key contact for and communication with/information retrieval from external customers inclusive of referring physicians, home care companies, outside hospitals, external labs, University contacts etc.
• Work closely with Social Work for adequate workflow of transfer patients Collect and communicate demographic and/or clinical information required for clinical service and/or medication authorization.
• Responsible for the IP referral duties with patient transfers throughout Cedar, IP; CIS; CSU units. Partner with clinical teams to ensure timely follow-up care for patients and to optimize schedules, fill rates and access.
• Use QGenda tool to book-out providers, modify schedules, request/release exam rooms, make service switches etc.
• Provide complex patient access services including scheduling appointments, check outs, sending documentation and contacting appropriate stakeholders. May provide guidance and support to Access Center schedulers.
• Respond to complex inquiries and assist stakeholders according to procedures.
• Responsible for initiation and/or tracking of important clinical and academic correspondence (ex. letters to referring physicians, letters of medical necessity, FMLA patient letters etc.)
• Assist with the maintenance of systems, procedures, and methods for record keeping and reporting. Design/implement organizational systems to support faculty and care teams.
• Provide administrative support and organization for faculty academic activities (ex. CV updating, FEDs, promotional dossiers, presentations etc.)
• Schedule and provide administrative support for complex meetings, interviews, committees, conferences. Maintain complex faculty calendars. Ensure meeting materials are prepared/distributed.
• Organizational support for complex travel, professional expense reimbursements, honoraria etc.
• Oversee office supplies for the department.
• Assist with new hire process and employee support including timekeeping; may include support for external observers, NTPs, rotators etc.
• Other duties and administrative support projects as required.

Education Qualifications

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

Experience Qualifications

• At least three (3) years Progressively responsible administrative support in an academic, ancillary or office setting Required

Skills and Abilities

Technical Skills:

• Intermediate proficiency with Electronic Medical Record (Epic)

• Intermediate proficiency with Microsoft Word

• Intermediate proficiency with Microsoft Excel

• Basic proficiency with Microsoft PowerPoint

• Basic knowledge of medical terminology and clinical protocols

• Basic knowledge of HIPAA regulations

Professional Skills:

• Excellent verbal and written communication skills

• Excellent interpersonal and organizational skills

• Strong time management abilities

• Solid conflict resolution skills

• Proven ability to maintain confidentiality and professionalism

• Ability to work independently with minimal supervision

• Ability to build effective relationships and collaborate with individuals 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, professionals working onsite-at any CHOP location, for any portion of time-must be vaccinated for COVID-19. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.