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Office Administrator

  • Location: Philadelphia
  • Job Type:Contract

Posted about 1 month ago

  • Sector: Professional
  • Contact: Shannon Block
  • Contact Email:
  • Contact Phone: 6466520976
  • Start Date: 04/05/2021
  • Job Ref: 21-04727
Job Summary
The Office Administrator provides direct management of all administrative functions in the Environmental and Linen Services Department In addition the Office Administrator is responsible for the financial administration as it relates to the purchase of equipment and supplies
Job Responsibilities
1 Proactively identifies operational opportunities and problems related to the daily administrative operation of the Environmental Services Department
Participates in problem solving and process improvement opportunities
Handle multiple tasks simultaneously
Track mandatory Occupational Health requirements for staff processing appropriate notification when necessary
Track mandatory Occupational Health requirements for vendors providing appropriate notification when necessary
Create blanket purchase orders and maintain contact with vendors for correct billing assuring no gap in service due to expired purchase orders
Provide support for associates in all functions of the department ie payroll uniform loan paperwork etc
2 Coordinates staff matters for operational functions supervising support personnel and interpreting and implementing all CHOP personnel policies
Oversee and coordinate all office moves additions equipment required etc
Develop and maintain a supportive relationship with other departments in order to promote teamwork emphasize quality and extraordinary service and promote learning
Maintain and develop departments recognition program
Maintain and develop departments uniform program
3 Develop coach and evaluate staff under direct supervision Support the daily operations of the Environmental Services Department
Track annual performance reviews of staff
Interview and evaluate potential new administrative staff
Provide ongoing support to Environmental and Linen Services managers in the performance of their job responsibilities
Maintain and update all management departmental personnel files in a confidential manner
Provide backup coverage for all administrative positions within the department when necessary
4 Coordinate Departmental Administrative activities
Maintain an accounting system for all expenditures
Maintain a system for tracking keys phones radios etc
Make travel arrangements and submit expense reimbursements as necessary
Prepare check requests as required
Process purchase requisitions as necessary
Maintain managementadministrative Brodskies on a biweekly basis
Process employment paperwork for all new employees notifying management team entering employees into Access system and processing all required paperwork for new management staff acquiring phones desk cards etc
Coordinate meetings for senior management as required
Provide administrative support for Director of department
Create and manage special projects as needed by the director or management team
5 Other Duties
Researchprepare reports etc as directed by senior management
Committee member for departmental hospitalwide functions Earth Day Recognition Week etc

Ability to manage diverse staff and promote productivity
Ability to identify problems and find creative effective solutions
Ability to handle multiple tasks meet deadlines and handle confidential materials
Excellent interpersonal and organizational skills
Ability to provide complete and accurate followup
Intermediate proficiency in Microsoft Word Excel PowerPoint and Outlook
Intermediate proficiency with the use of technology Personal Computers tablets projectorsdisplays etc and capable of quickly learning to use new software and hardware systems
Ability to work independently
Accounting and bookkeeping skills