Aimee Ortega Email & Phone Number

Philadelphia, Pa, Us

My current position involves supporting two leaders within CHOP based in different teams while simultaneously coordinating the David N. Pincus Global Health Fellowship (a non-ACGME accredited fellowship program). The fellowship has approximately 4 fellows that are based internationally - in the Dominican Republic and Botswana, Africa. Coordinate all recruitment efforts and logistics as recruitment is not HR-supported. Partnered with another administrative colleague, to create the first electronic application to streamline recruitment processes. Recruitment also requires creating a new evaluation survey for the Recruitment committee, exporting data from the survey to Excel, analyzing data, and creating a slide deck to review each candidate’s application and interview feedback. Complex candidate itineraries (in-person, virtual, or a combination of the two). Also coordinate the two-week in-person orientation for each new fellowship cohort including full itinerary and all logistics (new laptops, phones, international airfare, relocation, and reimbursements).- Heavy international travel for Global Health director, Global Health team members, and guests, international meetings coordination and logistics, multi-cultural competency and fluency, expense reimbursements involving multiple currencies.- Complex, time-sensitive meeting coordination involving high-level executive leaders within CHOP and partnering organizations.- Coordinate all levels of details for meetings for each of my leaders (on small and large scales) including food, audio/visual support, virtual meeting connection, hybrid meeting supports, etc. - Partner with my leaders to analyze their calendars about twice a year to identify where we can streamline efforts, to more strategically support their calendars, and ensure effective focused time for them both. - Serve as a liaison between both of my leaders and their teams, constant prioritization, and quick decision making is required.

Philadelphia, Pa, Us

Spearheaded and co-led the creation of an administrative community at the Children's Hospital of Philadelphia (CHOP) that provides resources to a community of about 500 administrative professionals via an internal company intranet - APEX (Administrative Professionals of Excellence) at CHOP. Currently, as Co-Executive Officer, lead a team of about 11 APEX leaders while partnering with colleagues in HR and IT departments to enhance resources for administrative staff. Resources include a mentorship program, an organization-wide administrative directory, curated recommendations of Learning Management classes, wellness events, private MS Teams Channel, a live Question and Answer Channel, a channel that highlights internal promotion and volunteer opportunities, networking events, and OnBoarding informational sessions. APEX also coordinates and leads the Administrative Professionals Day Celebration events for the organization's administrative staff, which is organized by a committee of APEX members in coordination with HR partners. In this role, I also actively mentor new Executive Assistants and Admins through APEX and individually as well.

Philadelphia, Pa, Us

•FEMA fund coordinator for CSS- funding of about $75,000 per year disbursed through various CSS agencies.•Coordinator for all contracts/grants for CSS and its agencies •CSS Board Finance Committee Administrative support – coordinate the schedule, arranged for refreshments for meetings, committee member liaison for questions, etc.•Quadra system on line to pull invoices and different reports for insurance.•Process routine monthly invoices as they were received.•Coordinate employee morale efforts in the department •Administrative support to the Controller and Finance Team

Philadelphia, Pa, Us

•Processed and tracked all invoices and submitted to Accounts Payable for payment – including Gas Credit Cards, Bank of America Credit Cards and reconciled.•Assisted with group homes month end budgets reconciliation and monthly cash expense spreadsheet, processed all incoming accounts receivable •Created Medical Memos for new medications for residents as prescribed.•Reviewed all Medication Administration Reports from each group home. Created a report detailing errors that were found on the logs.•Translated as needed for Spanish Speaking families of residents•Employee Morale Committee member that helped organize events to strengthen the morale for our employees that gave tirelessly of themselves to the children.

Philadelphia, Pa, Us

As the Executive Administrative Assistant to the Executive Vice-President/COO, I was the central liaison to the EVP/ COO, and was responsible for coordinating and funneling all communications, meeting requests, project updates and coordination and various other responsibilities. •Relieve the EVP/COO of administrative functions in order to increase the time he has available for executive level responsibilities•Complex calendar scheduling which includes, establishing appointment priorities and rescheduling or refusing appointments or invitations on the COO's behalf, making arrangements for all necessary travel •Project coordination and tracking for the COO•Compose correspondence on the COO's behalf; review and propose changes on all submitted draft correspondence based on COO's views, while adhering to his writing style •Coordinated the relocation of the COO's Office, all other Executives, their administrative staff and about 10 other individuals to a centralized administrative building

Philadelphia, Pa, Us

•Maintained Director's calendar•Sent committee meeting reminders and agendas, typed and distributed committee meeting minutes •Created and maintained the Administrator on Call Schedule•Maintained spreadsheet to monitor employee compliance in yearly tuberculosis testing in accordance with Regulatory Agency standards, worked along with Occupational Health and Human Resources to ensure all separate records were updated. •Created database utilizing MS Access to track professional licensure renewals, data that was necessary for external regulatory compliance agencies•Coordinated the revisions to the Administrative Policy & Procedure Manuals while adhering to a tight deadline prior to the JCAHO (Joint Commission on Accreditation of Healthcare Organizations) Survey•Nominated for Employee of the Month for outstanding performance in preparation for the JCAHO Survey•Entered incident reports into the Risk Management Access Database •various other administrative duties

Philadelphia, Pa, Us

•Maintained Director’s calendar•Attended Purchasing Leadership meetings to take minutes; distributed minutes to group members•Created Department Newsletter that was published quarterly•Coordinated the creation of an electronic survey of Purchasing to study the effectiveness of the Purchasing Team and identify areas for improvement•Engaged a Professor from Temple’s University’s Department of Statistics to analyze the results from a third party unbiased perspective•Coordinated the creation and content of the Department's first website

Organizational Dynamics

Diploma, College/University Preparatory And Advanced High School/Secondary Diploma Program