Administrative Assistant

Philadelphia, Pennsylvania

Post Date: 10/13/2017 Job ID: 2076 Job Category: IT


WalkerHealthcareIT is seeking an Administrative Assistant for a client located in Philadelphia, PA. This is a contract to hire opportunity.


ON-SITE / REMOTE:  On-site

WAGE TYPE:  1099, W2

WalkerHealthcareIT Standard Perks

• Weekly pay via Direct Deposit


The Hospital School Program (HSP) Office Administrator is responsible for:
  • Providing administrative support of day-to-day operations of the program
  • Collecting, analyzing, organizing and maintaining program data and statistics
  • Collaborating with HSP teachers and Finance to maintain Guarantee of Payment documents and supporting all elements of the billing process
  • Managing hospital school program volunteers.

  • Answers and screen all internal and external calls to determine urgency of the situation and the appropriate next steps within authorized scope of responsibility.
  • Accurately records and delivers all telephone messages, detailing caller’ s name, company, phone number, and reason for call
  • Orders, tracks, and distributes office supplies to ensure adequate inventory at all times
  • Processes incoming/outgoing mail for the department.
  • Assists in the preparation and coordination of meetings, responsibilities including: scheduling, agenda writing, minute-taking, photocopying, and catering requests.
  • Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
  • Maintains systems, procedures, and methods for record keeping and accounts reporting.
  • Handles and directs information related to donations to the department, including notification of staff, accounting for gifts received, and maintaining follow-up correspondence with donor and Development. 
  • Provide back up for the Department Office Administrator when necessary.
  • Provide administrative support to HSP staff, including but not limited to the preparation and delivery of progress reports, attendance reports, grades and various other reports to the child' s school, as needed.
  • Maintain Hospital School Program curriculum and technology resources 
  • Financial, Data, and Information Management
    • Collaborate with teachers to organize and maintain all signed Guarantee of Payment documents and rate information
    • Collaborate with Finance to generate accurate and timely invoices to reflect optimal billing hours 
    • Maintain database for all required billing information 
    • File all required HSP documents and student records in an organized fashion, including Educational Needs Assessments, signed FERPA and Guarantee of Payment forms 
    • Gather and organize all staff productivity statistics in accordance with departmental procedures
  • Hospital School Program Volunteer Program Management
    • Act as liaison to Volunteer Department regarding all volunteer related issues
    • Coordinate HSP volunteer schedules
    • Monitor orientation and annual volunteer requirements (e.g. medical, educational, and competencies) for all HSP volunteers

  • Required Education and Experience Minimum education required; cite years and type of experience.           
  • Minimum high school diploma required and two to five years of secretarial experience.
  • Minimum 5 years of experience working in an educational environment strongly preferred.
  • Highly proficient in Microsoft Word, WordPerfect or equivalent word processing package, Access or equivalent database package, and Excel or equivalent spreadsheet package. Experience with SharePoint preferred.
  • Demonstrates ability to prioritize work, strong organizational skills and initiative to improve processes
  • Excellent telephone etiquette, interpersonal skills and organizational skills
  • Ability to work in busy or shared space (maintain concentration, stay on task)
  • Ability to handle multiple tasks and assignments
  • Good problem solving skills
  • Ability to handle confidential materials and matters
  • Ability to work collaboratively in a multi-disciplinary, healthcare setting.
  • Ability to communicate effectively, verbally and in writing, with the broadest range of individuals including children, families, and professionals of varied racial, ethnic cultural, religious and social backgrounds.

Not ready to apply?

Send an email reminder to:

Share This Job:

Related Jobs:

Comments are closed.