Executive Associate I - Division Chief - Division of Plastic Surgery

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A Brief Overview
Provides advanced administrative/secretarial support for the Division Chief. Coordinate internal and external communications, projects and meetings. Maintain the Division Chief's schedule. Prepares documents/reports. Manages travel. Interfaces with other leaders within CHOP. Comprehends broader implications of workload and its impact on the firm. Proactively balances and sequences activities accordingly and in partnership with leaders. Operates independently with discretion. Improves upon existing processes or procedures.

The schedule for this position will be Monday - Friday, 8:00AM to 4:30PM - 100% onsite.

What you will do

• General Administrative Functions

• Maintain schedules/calendars for the Division Chief. Includes coordination of travel for the Division Chief, multiple daily changes and extensive interface with Organizational Leaders and their assistants. Also includes keeping Division Chief from running behind on daily appointments and responsibilities. Plan meetings including securing rooms, and occasionally ordering food, etc. Create and provide materials as necessary for agenda. Provide support in preparing presentations and documents required by Executive and staff.

  Coordinate Expenses Report

  Complete expense reports for the Division Chief's travel and miscellaneous expenses. Includes maintaining detailed records, interfacing with internal accounting staff, as well as external vendors and performing calculations of monies due to or from the department.

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  Responsibilities for Phone, Mail etc.

  Perform general administrative support duties for the Division Chief. Includes phones, mail, email and other correspondences, communication with department faculty, Directors, and hospital management, project work and general problem solving.

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  Other Duties As Required

  Assist Division Chief in overall department management

Education Qualifications

• High School Diploma / GED Required
• Associates Degree - Preferred

Experience Qualifications

• At least five (5) years Executive support and overall coordination- Required
• At least five (5) years Related Experience - Required

Advanced proficiency in word processing, electronic mail, spreadsheet, database and presentation applications (Microsoft Office)

Excellent phone etiquette and interpersonal/communication skills

Strong analytic skills

Ability to adapt to progressive increase in responsibility

Ability to handle confidential materials

Ability to handle multiple tasks and to prioritize

Ability to anticipate needs of the Division Chief and other professionals in the department and initiate solutions

Ability to negotiate or mediate difficult situations with tact and diplomacy

Ability to work independently and make job-related decisions within authorized limits as well as being part of a support team environment

Ability to function as part of a team to meet the general needs of the organization

Understanding of the organization's strategic goals and objectives

Strong communication skills

Delegation and project management skills

Ability to anticipate and initiate solutions

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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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.