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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 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.
A Brief Overview
This role is responsible for the oversight of appointments, reappointments and promotional processes associated with the employment and careers of 40 divisional faculty. Will serve as a key organizational resource, liaison and administrative contact. Provide assistance and support to the Departmental and Divisional requirements associated with the Associate Chair/Division Chief and Administrative Director of the division. Maintain faculty information for various entities.
What you will do

• Provide oversight and administrative support for all faculty issues, including recruitment, onboarding, appointments, promotions, letters of recommendation etc.
• Coordinate recruitment activities for new faculty within the Division as well as coordinate administrative paperwork and activities for new faculty appointments and reappointments.
• Participate in the medical staff credentialing process for faculty.
• Key liaison with Department academic faculty coordinator.
• Key subject matter expert and liaison for the University of Pennsylvania FEDS program. Acts as resource to other administrative staff, and to faculty, on this important tool associated with promotion and evaluation of faculty. Reviews faculty curriculum vitae in the Faculty Expertise Database System (FEDS); communicates required edits to faculty.
• Support Division Chief in drafting correspondence and materials related to faculty issues. Typically, responsible for initiating first draft for review.
• Manages timeline and deadlines for all appointment and reappointment dossiers.
• Organize regular meetings of Division Chief with faculty and ensure that all necessary materials are prepared and reviewed in advance.
• Prepares correspondence related to the Department's Committee on Appointments and Promotions (COAP), including recruitment, appointments, reappointments, promotions, extensions, sabbaticals, reductions in duties and other leaves and terminations
• Prepares documents and schedules meetings of faculty/division chief with the COAP leadership regarding faculty development.
• Prepares and compiles required materials: Education Database information; Clinical Performance Evaluations (CPE); extramural consultant expertise statements; dossiers
• Gathers required data for Affirmative Action forms.
• Processes faculty and CHOP physician employment agreements.
• Drafts education reports for all faculty candidates.
• Files and organizes paperwork/electronic materials.
• Aids in the preparation of documents for faculty appointment, promotion and reappointment dossiers.
• Provide supplemental coordination and support, as needed, for key divisional centers and programs, and philanthropic activities, including the Fred and Suzanne Biesecker Pediatric Liver Center, and the IBD Frontier Program.
• Act as contact for several key donors and funders associated with programs and philanthropic activities, Board of Visitors etc.
• Set up complex meetings, ensure AV and rooms are set up appropriately.
• Act as key contact and resource for members of the centers, both internal and external, as well as for the Development Office.
• Provide administrative and organizational support to Division Chief in his role as Associate Chair, Information Technology for the Department of Pediatrics.
• Organize necessary meetings with institutional Information Technology leaders, members and clinicians.
• Interface regularly with CHOPLink leadership and ensure that Associate Chair has all relevant meeting dates and materials.
• Support Associate Chair in preparing presentations, proposals and other correspondence related to role.
• Work on specific projects as requested/needed.
• Act as the main administrative contact for the Division.
• Act as administrative liaison with the Development office.
• Interface professionally with members of the institution and Department executive offices. Support Division Chief in responding to leadership requests.
• Serves as a role model for employees through demonstrated consistency in open communication, respect, teamwork and other CHOP values, as well as attendance and punctuality.
• Promotes a confident, positive and professional image.
• Demonstrates efficient time management and delegation skills to accomplish activities with work schedule restraints.
• Provides guidance in effective problem solving to all levels of practice's staff (physicians, administrative/clerical and nursing staff.)
• Assists in the budgetary and planning activities as requested.
• Support the operations of the Division with the Administrative Director and Business Manager and Physician Practice Manager.
• Helps to coordinate daily operations with the clerical staff.
• Assists in the orientation of new staff.
• Coordinates committee and activities related to staff engagement and retention.
• Authors and distributes weekly divisional newsletter.
• Demonstrate self-direction/initiative.
• Develops a plan for own learning needs for annual continuing education.
• Assist the Division Chief with day to day clinical activities related to faculty members and overall operations of the Division.
• Answer and process phone calls according to divisional guidelines. Call patients/parents, pharmacies, satellite offices and other health care institutions with specified information within 24 hours of the request. Track and communicate results to families as directed. Document appropriately in the electronic medical record.
• Distribute and process mail/faxes and other communications in a timely and efficient manner. Ensure that Division Chief's mail is retrieved, sorted, prioritized and organized appropriately.
• Prepare correspondence, presentations and other written material as needed. Maintain logs on outpatient clinical correspondence and update with each mailing.
• Maintain divisional faculty and fellowship records.
• Provide support to other clinical staff working with Division Chief as needed, including nurse practitioners and fellows.
• Act as a key divisional liaison with external vendors.
• Provide outstanding customer service to patients and families, acting as a professional representative of the Division Chief and Division.
• Provide administrative support to the Division Chief and Administrative Director/Operating Officer in running a complex $20 million division, with over 100 members.
• Coordinate complex meetings, conference calls and seminar scheduling with various levels of staff and leadership both internal and external to the institution. Proactively manage the daily schedule for the Division Chief and Administrative Director and resolve scheduling conflicts accordingly.
• Manages divisional meeting schedules for the year. Ensures that AV and rooms are set up appropriately.
• Send communication about meeting dates, times and locations to divisional staff. Assemble agenda items, distribute agendas, handouts and announcements and ensure attendance is tracked.
• Provide support related to Departmental and Divisional committees that the Associate Chair/Division Chief leads or is an active participant in. Ensures that the Division Chief and others leading or attending meetings have the necessary materials in advance of the meeting.
• Assist in preparing for meetings by copying, emailing or faxing information to attendees as directed by the Division Chief/Administrative Director.
• Organize sophisticated travel arrangements for the Division Chief as needed. Process check requests, reimbursements accordingly.
• Provide academic support to the Division Chief such as maintaining CVs, biosketch, literature searches, data collection etc.
• Partner with Division Chief to set priorities, organize work and ensure that all deadlines are met.
• Participates in projects and other duties as assigned.

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least one (1) year related administrative, academic or coordination experience. Required
• At least five (5) years of related administrative, academic or coordination experience Preferred

Skills and Abilities

• Basic proficiency with office software (Microsoft Office) including word processing and spreadsheet software (Word, Excel)
• Strong verbal and written communications skills
• Strong interpersonal skills
• Strong time management skills
• Strong organizational skills
• Solid critical thinking / problem-solving skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Ability to be flexible and adaptable to change

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.
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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