Cardiology Executive Associate II

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
Provides advanced administrative support to Division of Cardiology Chief, Sr Administrative Director, and Outpatient Medical Director. Coordinate internal and external communications, projects, and meetings. Maintains each of their schedules, calendar, and travel. Interface with leaders within CHOP and other institutions. Handle high volume of meeting requests and tasks, including events which require strong organizational stills and attention to detail. Supports Division of Cardiology faculty academic affairs including appointments, promotions, and reappointments. Ability to operate independently with discretion.

What you will do

• Responsibilities to include duties to Division Chief, Medical Director of Outpatient Cardiology, and Sr. Administrative Director
  • Calendar Management & Optimization and prompt communication with any scheduling delays, cancellations, reschedules
  • Meeting Coordination including multiple & various time zones, multi-person meetings, invitation responses, and future availability
  • Reimbursements & Expense reports
  • Domestic and International Travel coordination
  • Room reservation
  • Catering order placement
  • Academic Event planning
• Schedule & Maintain agenda and meeting notes for departmental meetings
• Draft correspondence for divisional announcement distribution
• Manage academic assignments to include faculty appointment, promotion, and reappointment written documents in correspondence to University of Pennsylvania School of Medicine requirements
• Manage faculty recruitment documentation in accordance to CHOP & Penn requirements with high level detail and accuracy
• Coordinate Annual Professional Reviews for 80+ faculty with Division Chief
• Compose and compile necessary documentation as needed for visas, grants, letters of recommendation
• Serve as day-to-day Cardiology liaison &
• Coordinate and host various visitors from other institutions, international visitors, observers, and donors
• Handle confidential meeting, email, and faculty material with discretion
• Lead multi-day faculty recruitment visits
• Division website updates
• Maintain office supplies
• Assist divisional faculty and fellows with requests outside of their administrator's role

Education Qualifications

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

Experience Qualifications

• At least five (5) years Related Experience Required
• Previous experience supporting Executives Required

Skills and Abilities

• Able to organize andmaintainthe schedule fora very busy Division Chief and Directorsand keep themselves organized.
• Strong reading and writing skills required; need to be able to draft documents & communications that are effective and concise.
• On Site and On time, accessibleduring working hours.
• Looking forchanceto learn and grow with the division as responsibilities may grow in years' time.
• Advanced Planningshouldbe looking at Chief and Directors calendar days, weeks, months in advance to make changes as needed.

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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