Office Coordinator II

SHIFT:

A Brief Overview
The CHOP Specialty Care Center in Princeton is located in a new, 25,000-square-foot facility on the campus of the University Medical Center of Princeton at Plainsboro. The facility also offers new services and amenities including physical therapy, occupational therapy and rehab gyms, speech therapy, auditory brainstem response (ABR) testing, and diagnostic X-ray services.

This role provides advanced administrative and clinical management support for faculty and care teams in all aspects of our academic mission - clinical care, research, and education. This position supports patients, families and care teams in clinical communication and documentation, intake/triage, scheduling, continuity of care, and optimization of schedules and access to care. This role provides support for academic activities and organizes and prepares for complex meetings and travel. This position acts as a key liaison to numerous internal and external partners, inclusive of other internal clinicians, external referring providers, outside hospitals and labs, home care, the Access Center, financial clearance, home care, special pharmacy and more. Individual roles may provide support to specific projects and additional administrative activities.

What you will do

• Provide advanced administrative support to faculty and care teams across clinical, research, and teaching missions.

• Manage high-volume clinical care coordination, including patient intake, triage, scheduling, documentation, and communication with families.

• Serve as primary contact for patient communications (MyCHOP), addressing administrative requests and triaging clinical concerns.

• Coordinate with external stakeholders such as referring physicians, hospitals, labs, home care agencies, and university contacts.

• Oversee inpatient (IP) referrals and patient transfers, ensuring smooth transitions across units and timely follow-up care.

• Optimize provider schedules using QGenda, including booking adjustments, exam room management, and service changes.

• Deliver complex patient access services, including appointment scheduling, checkouts, documentation, and guidance to Access Center staff.

• Initiate and track clinical and academic correspondence, such as medical necessity letters, referral communications, and FMLA documentation.

• Support faculty academic and operational activities, including CV updates, promotional materials, meetings, travel coordination, reimbursements, and calendar management.

• Maintain departmental operations and systems, including record keeping, workflow design, office supplies, new hire onboarding, timekeeping, and special administrative projects.

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

• Basic knowledge of medical terminology and protocols (Required proficiency)
• Basic knowledge HIPAA regulations (Required proficiency)
• Intermediate proficiency with electronic medical record software (EPIC) (Required proficiency)
• Intermediate proficiency with word processing software (Microsoft Word) (Required proficiency)
• Intermediate proficiency with spreadsheet software (Microsoft Excel) (Required proficiency)
• Basic proficiency with presentation software (Microsoft PowerPoint) (Required proficiency)
• Excellent verbal and written communications skills (Required proficiency)
• Excellent interpersonal skills (Required proficiency)
• Excellent organizational skills (Required proficiency)
• Strong time management skills (Required proficiency)
• Solid conflict resolution skills (Required proficiency)
• Ability to maintain confidentiality and professionalism (Required proficiency)
• Ability to work independently with minimal supervision (Required proficiency)
• Ability to work with and relate to people at all levels (Required proficiency)

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 does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

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 receive an annual influenza vaccine. 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.