Administrative Assistant 2

Connecticut Children's Medical Center•Hartford, CT

2d•Hybrid

About The Position

Under limited supervision, this role coordinates and performs a variety of administrative and operational support duties for medical education. Responsibilities include directing calls and routine inquiries, processing correspondence, forms, reports, budgets, and bookkeeping. The position involves data entry, maintaining spreadsheets, and managing files and records. The administrative assistant will prepare, edit, and proofread documents for accuracy. This role requires a self-motivated individual with efficient information processing skills and great attention to detail, exhibiting professionalism and problem-solving abilities for routine to complex inquiries. The candidate must follow and ensure compliance with institutional policies. This role may require travel to departments in other buildings or on other campuses. Demonstrates knowledge of population-specific differences and needs, cultural sensitivity, and support for the organization's mission, values, and goals.

Requirements

High School Diploma or GED
Five (5) years of progressively increasing experience directly related to the duties and responsibilities specified.
Proficient with Microsoft Windows operating system and Microsoft Office applications including Microsoft Word, Excel, PowerPoint.
Ability to generate tables, spreadsheets, and presentations.
Experience with managing relevant databases such as RAS, EndNote.
Intermediate to Advanced level word processing skills and spreadsheet skills.
Database management skills including ability to utilize database applications, perform basic queries and produce reports.
Skill in use of operating basic office equipment (e.g., copier, fax, calculator, multi-featured telephone).
Effective use of patience in day-to-day performance.
Ability to understand and apply knowledge of department/organizational policies and procedures to resolve routine to complex problems and meet multiple needs of customers.
Ability to multi-task and problem solve with working knowledge of unit/department.
Ability to organize and manage time, activities, and processes on a weekly and/or project basis.
Ability to make administrative/procedural decisions and judgments.
Ability to focus on customer needs and follow through to meet needs.
Ability to gather, review, and compile information and prepare accurate and comprehensive reports, often with deadlines.
Ability to maintain calendars and schedule appointments utilizing electronic scheduling software.
Ability to create, compose, and edit written materials.
Ability to function in a fast-paced environment with strong attention to detail.

Nice To Haves

Associate’s degree
A minimum of three (3) years administrative support experience

Responsibilities

Greets, determines needs, and directs patients/parents, internal staff, and external visitors, following departmental protocol.
Accepts, screens, and routes telephone calls.
Answers inquiries, provides forms/information, or resolves problems concerning department activities and operations.
Opens and distributes incoming mail and prepares/processes outgoing mail/packages.
Coordinates and schedules appointments, interviews, meetings, or events, exercising discretion and judgment to coordinate calendars for multiple individuals, care providers, or groups.
Schedules routine appointments, interviews, or meetings, exercising some discretion and judgment to best meet the needs of the department and individuals.
Establishes regular meetings with staff to stay abreast and adjust for new or ongoing needs or issues within the department.
Prepares, transcribes, types, edits, and distributes agendas, minutes, and documents using a computer.
Composes routine to complex correspondence and documents.
Creates forms, flyers, and templates as needed.
Compiles and maintains statistics, budget, or data pertaining to departmental operations.
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports.
Performs basic information gathering and analysis.
Prepares reimbursement requests, work orders, requisitions, etc., in accordance with pre-established procedures.
Copies and/or duplicates materials.
Prepares and transmits facsimiles.
Proofreads all work to ensure accuracy and neatness.
Anticipates, plans, and coordinates activities to manage assigned administrative support responsibilities.
May provide instruction and/or training to others in activities, processes, and responsibilities directly related to this position.
Maintains and expands own competencies by attending training sessions or educational programs, as directed.
Encourages team members to adhere to professional standards and to expand competencies.
Updates and reports learner registration status.
Runs validation reports and follows up with non-compliant learners.
Works with registration and education staff to ensure proper scheduling.
Manages and oversees learners’ weekly work schedules.
Schedules learner badge appointments.
Ensures badges have been issued and deactivated.
Runs monthly RAS learner reports.
Reviews and compares RAS and ECHO reports to ensure accuracy.
Prepares welcome packets and coordinates the printing of recruitment materials.
Retrieves learner registration documents and scans them to electronic folders.
Downloads online registration documents to electronic folders.
Contacts coordinators and/or learners regarding missing documentation.
Revises registration documentation as needed.
Uploads learner photos to the online Privileges system (ECHO).
Distributes recruitment applications to interviewers.
Monitors learners’ weekly work schedules in Myevaluations.
Follows up with learners not compliant with registration requirements.
Distributes garage parking cards.
Collects and deposits parking garage payments.
Submits learner beeper numbers to the resource to add to intellidesk and submits requests for deactivations.
Processes check requests.
Downloads ERAS evaluation reports to send to faculty.
Logs evaluations when received.
Runs reports on evaluations not completed.
Updates website and blackboard as needed.
Logs resident conference attendance.
Actively participates in and contributes to departmental/organization-wide committees as assigned.
Demonstrates knowledge of the population-specific differences and needs of patients in appropriate, specific populations from young children through adolescence and applies them to practice.
Demonstrates cultural sensitivity in all interactions with patients/families and co-workers.
Demonstrates support for the mission, values, and goals of the organization through behaviors consistent with the Connecticut Children's Standards.