Executive Associate I - Division of Adolescent Medicine

SHIFT:

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

What you will do

• Support for Division Chief, Senior Leadership:

  • Provide advanced support for Division Chief, managing calendar and appointments and ensuring the Chief is not running behind on appointments and responsibilities.

  • Manage Division-wide communications on behalf of the Division Chief.

  • Schedule all Division meetings and faculty/Chief meetings including but not limited to: Division Meetings, Inpatient Topics, Outpatient Topics, Clinical Leadership Meetings.

  • Provide support in preparing presentations and documents as required by Division Chief.

  • Draft annual compensation letters for all faculty with guidance from Practice Business & Operations Manager and Senior Administrative Director.

  • Schedule Annual Professional Reviews with Division Chief and assure all reviews, TEDS scores, CVs are collected.

  • Coordinate division retreats, social events such as end-of-year celebration by booking appropriate space, ordering food, etc.

  • Manage calendar and provide administrative support to the Senior Administrative Director.

  Academic Affairs:

  • Lead recruitment process for all providers by creating interview itinerary, assisting candidates during interview days, coordinating job talks if required, booking any necessary travel expenses, and submitting reimbursements for any recruitment expenses.

  • 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.

  • Maintain online position postings, track applications via interfolio.

  Administrative Team Member:

  • Assist divisional faculty and fellows with requests outside of their administrator's role.

  • Participate in management of Divisional correspondence and maintenance of fax, mail, supplies, and other communications as part of team rotation.

  • Other duties as assigned.

Education Qualifications

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

Experience Qualifications

• At least five (5) years Executive support and overall coordination Required
• At least 3 years of experience in an administrative support role supporting a Chief or higher previously preferred.
• Experience with Academic Affairs preferred.

Skills and Abilities

• • Able to organize and maintain the schedule for a very busy, new Division Chief and keep themselves organized.

  • Practice with a questioning attitude; if you aren't totally clear on what needs to be done, the Chief (and me, and the Sr. Admin Dir) all want to answer questions.

  • Strong reading and writing skills required; need to be able to draft documents, communications for Dr. Sanders that are effective and concise.

  • On time, accessible during working hours.

  • Looking for chance to learn and grow; the Division is growing at a very fast rate, roles and responsibilities may grow in a couple of years' time.

  • Must be comfortable working with projects related to the treatment and care of vulnerable youth that identify as LGBTQ+, are at risk of or living with HIV, substance use, or are using contraception.

  • Planning ahead: should be looking at Dr. Sanders', Division's calendar days, weeks, months in advance to make changes as needed. (Example: if Dr. Sanders is traveling in six months' time, clear her calendar, move any mandatory meetings in advance)
• Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office) (Required proficiency)
• Excellent phone etiquette and interpersonal/communication skills (Required proficiency)
• Strong analytical skills (Required proficiency)
• Ability to adapt to progressive increase in responsibility (Required proficiency)
• Ability to handle confidential materials (Required proficiency)
• Ability to handle multiple tasks and to prioritize (Required proficiency)
• Ability to anticipate needs the AVP and other professionals in the department and initiate solutions (Required proficiency)
• Ability to negotiate or mediate difficult situations with tact and diplomacy (Required proficiency)
• Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment (Required proficiency)
• Ability to function as part of a team to meet the general needs of the organization (Required proficiency)
• Understanding of the organization's strategic goals and objectives (Required proficiency)
• Strong communication skills (Required proficiency)
• Delegation and project management skills (Required proficiency)
• Ability to anticipate and initiate solutions (Required proficiency)

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.

EEO / VEVRAA Federal Contractor | Tobacco Statement