Call Number:

CPP 8/001

Repository:

Historical Medical Library of The College of Physicians of Philadelphia

Extent:

5.8 linear feet (12 document boxes, 1 media box)

Language:

English

Date:

1981-2008 (inclusive)

Creator:

College of Physicians of Philadelphia. Office of Operations

Form:

Building plans, Correspondence, Lectures, and Photographs

Abstract:

In 2010, the Office of Operations was organized to oversee hospitality, front of house and receptionist, visitor services, hall and grounds, renovations, security, and the parking lot. Previously, at least as far back as 1991, the management of facilities and special events fell under the responsibilities of the Office of Institutional Advancement (as of 2015, merged with Office of Development and External Affairs and Office of Communications into the Office of Advancement). The Records of the Office of Operations date from 1981 to 2008, although the bulk of the material dates from 1996 to 2006. The records include project files for major maintenance or renovations to the building, including roof replacement; Programing Committee minutes; and planning and advertising material for College events and lectures. While the Office of Operations was not organized until 2010, much of the work fell under its direct predecessor, the Office of Programs and Internal Services, or was managed under the current (2017) Director of Operations, Antonia Oberthaler.

The Office of Operations is the office which oversees much of the daily management of The College of Physicians of Philadelphia. It is the office which plans for and manages College events and lectures; manages security – both personnel and technology; plans for and schedules maintenance and renovations of the building and grounds; oversees visitor services, reception, and the museum shop; maintains information technology; and governs the contract of the parking lot, owned by the College and located behind the building.

In 2010, the Office of Operations was organized to oversee hospitality, front of house and receptionist, visitor services, hall and grounds, renovations, security, and the parking lot. Previously, at least as far back as 1991, the management of facilities and special events fell under the responsibilities of the Office of Institutional Advancement (as of 2015, merged with Office of Development and External Affairs and Office of Communications into the Office of Advancement).

The Mütter Museum oversaw the visitor services department until sometime in the years between 2002 and 2005. During those years, the Office of Marketing and Development took charge of visitor services and security, and a new department, the Office of Internal Services, was created. The Office of Internal Services oversaw Fellowship activities (including the College sections) and facilities rentals, while the Office of Finance managed hall and grounds.

The Office of Internal Services evolved over the next several years into the Office of Programs and Internal Services, although its responsibilities did not change until 2008, when it also began overseeing cleaning, communications, programs, and governance operations in addition to Fellowship activities and facilities rental.

The College went through organizational restructuring in 2010. The administration of the Fellowship was moved to the Office of Development; the Office of Finance and Accounting became responsible only for financial matters and contracts; and the Office of Communications was responsible for programs and lectures. Antonia Oberthaler, previously the Director of Programs and Internal Services (among other earlier titles), became the first Director of Operations. The Director still consulted with the Executive Office on governance matters and some Fellowship activities.

In 2015, the College was expanding rapidly and its departments were restructured. The two departments affected most by the restructuring were the Office of Advancement and the Office of Operations. Operations accepted greater responsibilities with the addition of lectures and programs administration. The increased responsibilities of Operations were listed as such in an all-staff email in January 2015: Lectures and Events (College lecture series; Food and Thought; Sections; supports events in Advancement, Museum, Library, CEPI and exhibits); Hall and Grounds/Renovations (and Real Estate development with the CEO); Visitor Services; Mütter Store; Technology; Security/Building Emergency Plans; Facilities Rental (with Office of Finance); and Audio Visual.

As of 2017, the Office of Operations is still an active office and its responsibilities remain the same as those established in 2015.

The Records of the Office of Operations date from 1981 to 2008, although the bulk of the material dates from 1996 to 2006. The records include project files for major maintenance or renovations to the building, including roof replacement; Programing Committee minutes; and planning and advertising material for College events and lectures. While the Office of Operations was not organized until 2010, much of the work fell under its direct predecessor, the Office of Programs and Internal Services, or was managed under the current (2017) Director of Operations, Antonia Oberthaler.

Series I: Hall and Grounds (1981-1996) is restricted to internal (current employee) use only. It includes files on smaller renovation projects, such as Museum lighting and Library carpeting, and larger renovation projects, such as the stacks roof replacement (1994-1995). Series I also contain project planning, reports, and updates on the College's asbestos abatement project. Of note for future reference are the proposed real estate development files from 2004, which were (as of 2017) never implemented.

Series II: Committees consists of one year (2000-2001) of meeting minutes and other notes from the Programming Committee regarding College lectures and events.

Series III: Programs (1996-2008) makes up the bulk of the collection. The programs have been organized alphabetically by name into subseries, and then chronologically. Some lectures were not identifiable as being part of a specific program or lecture series and are organized under the subseries "Lectures." Most program files include planning documents, including email correspondence; event pamphlets; advertising materials; speakers' curriculum vitae; and photographs. Series III well represents part of the educational public face of the College, and the programs which support its mission to "advance the cause of health while upholding the ideals and heritage of medicine." This series also contains approximately 30 cassette tapes of various College lectures (1998-2006), including the lecture by then-Surgeon General C. Everett Koop in 2003. It should be noted that the College may not have the machine necessary to play back the cassettes without advanced notice.