Program Administrative Coordinator

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 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.

A Brief Overview

This role administers graduate medical education programs and provides advanced coordination and oversight of day-to-dayfellowshipoperations. Under the supervision of the Practice Operations Manager and theFellowshipProgram Directors, thecoordinatorwill oversee administrative operations for the PCCM fellowshipprogram.

This position involves complex and diverse tasks that require a strong understanding of strategic processes, attention to detail, and the ability to manage sensitive timelines independently. Strong communication, data management, and organizational skills are essential. Flexible availability is needed during peak seasons, particularly recruitment and orientation.

Key Responsibilities:

During Recruitment Season:

• Manage and maintain ERAS and other applicant tracking systems.
• Organize and maintain files (applicant scores, evaluations, licenses, etc.).
• Coordinate interview logistics (faculty schedules, candidate schedules, meeting and greeting candidates).
• Oversee evaluation collection and data collation (including Milestones, CCC documentation, 360 evaluations, and more).
• Support the selection committee through application review, scoring, and ranking.
• Submit final rank list; send and compile post-match surveys to support quality improvement.

Post-Recruitment Season:

• Oversee Fellow onboarding in coordination with GME, MSA, OH, and Talent Acquisition.
• Assist with visa processing, credentialing, and licensing.

Ongoing Responsibilities:

• Serve as liaison to ACGME and assist with compliance, data entry, and site visit preparation.
• Coordinate CCC and PEC meetings, take minutes, and support program evaluation and improvement initiatives.
• Maintain work hour restriction compliance and reporting.
• Schedule recurring meetings and manage fellow program logistics.

Additional Position Details:

• Hours:Day shift (7:30 AM or 8:00 AM start)
• Location:CHOP Main Campus
• Schedule:Full-time, Monday-Friday
• Work Model:Hybrid (onsite during 90-day probationary period, hybrid option afterward)

Education Qualifications

• Bachelor's Degree - Required

Experience Qualifications

• At least five (5) years administrative experience - Required
• At least seven (7) years administrative experience - Preferred
• In a healthcare related environment - Preferred

Skills and Abilities

• Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communications skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Strong project management skills
• Strong conflict resolution skills
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Ability to influence others to accomplish tasks outside of the direct span of control

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.