CST Supervisor I

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.

About the Job
The Administrative Operations Supervisor will lead a cross-functional, generalist administrative support team covering the administrative needs across the executive team, as well as clinical and operational departments.

The Administrative Operations Supervisor is responsible to develop and implement the systems and processes necessary to ensure the administrative support operations are efficient, effective and customer-centered, across the hospital. This role will supervise administrative support staff and ensure the duties of these roles are fulfilled. The Administrative Operations Supervisor functions autonomously, is highly organized and has a demonstrated ability to lead a high-functioning team in a rapidly changing environment.

What you will do

• Leadership:
• Provides direction and supervision of the other administrative support staff, including recognition of outstanding work and counseling/discipline, as necessary
• Oversees administrative support scheduling and responsibilities
• Completes annual performance appraisals and improvement planning/ management, as necessary
• Ensures high level of productivity, efficiency and effective customer service of administrative support staff.
• Develops processes and expectations to support standardization of support functions/ needs
• Regularly assesses customer needs and overall performance of the administrative support team and continuously works to optimize the overall function of the team
• Partners with administrative support leaders across campuses for ongoing relationships, development and standardization opportunities
• Be visible and present as a leader, remain sensitive to daily operations, act as an escalation point for operational concerns
• Serve as a leader that exercises strong collaboration and communications skills, both locally and with respect to the CHOP enterprise
• Support a Fair and Just Culture that balances institutional learning and personal accountability. Model and promote safety behaviors, teamwork and communication to create a respectful and resilient work environment.
• Demonstrate behaviors that exemplify organizational sensitivity, resiliency and flexibility, ability to influence, conflict management.
• Foster open, transparent and effective communication at a local level and across the system as a whole
• Lead with a focus on operational, process and procedural innovation, challenging traditional approaches as necessary
• Promote collaboration and sharing of resources with a focus on the development of flexible staffing and leadership across areas
• Quality/Process Improvement/ Project Coordination
• Leads and/or assists with special projects, including coordinating staffing for the project,maintaining minutes and project schedules and deadlines.
• Develops and implements operational improvements as indicated.
• Develops project and/or action plans and helps oversee completion towards those identified plans
• Administrative Support Operations:
• Provides direct administrative support to members of the leadership team
• Coordinates schedules/calendars/ travel, as needed
• Plans meetings including securing rooms, and ordering food, etc.
• Provides support in preparing presentations, documents, agendas and meeting notes/action items, as needed
• Completes/ oversees internal expense reports and reimbursement
• Managing invoices and other payment requests and ensuring that they are entered into the appropriate approval streams.
• Managing the flow of mail and other communications that come into the executivesuite, and tracking and ensuring follow up and resolution
• Manages/ oversees telephone communication including answering calls, screening and routing callers, taking messages, and providing information to callers promptly and courteously
• Responds to inquiries and assisting visitors courteously and in accordance with department procedures
• Manages/ oversees the @CHOP Community site, including the addition/deletion of staff,advising staff on how to access and navigate the site, and managing site files.
• Manages/ oversees enough stocking with necessary supplies. Tracks supply inventory levels, processes purchase orders, and stocks and maintains office supplies in an orderly and organized fashion. Carefully monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse of supplies and equipment.
• Manages/ oversees new employee orientation needs, including communication with hire prior to start date. Creates and updates new hire orientation content and packets as needed
• Develops new hire orientation/ onboarding schedules in collaboration with hiring managers.

Education

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

Experience

• At least five (5) years experience in an administrative support operations role - Required
• Current/ prior experience in a direct supervisor capacity - Required
• Current/ prior experience in a project coordination/ project management capacity - Required

Knowledge, Skills and Abilities

• Excellent writing skills
• Experienced with the use of Microsoft Office Products (Word, Excel, and PowerPoint)
• Demonstrated experience using a project plan to track project deliverables/ timelines
• Demonstrated academic and professional excellence
• Demonstrated leadership in different forums producing tangible results
• Excellent oral and written communication skills, in person, email, and phone.
• Strong organizational and planning skills
• Demonstrated ability to manage confidential matters
• Ability to handle multiple tasks and to think ahead and plan appropriately.
• Ability to negotiate or mediate difficult situations.

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community.

EEO / VEVRAA Federal Contractor | Tobacco Statement

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.