Administrative Assistant 3, Primary Care - Hartford - Full Time

Connecticut Children's Medical Center•Hartford, CT

About The Position

Under limited supervision, independently coordinates and performs a variety of administrative and operational support duties for a complex department and/or the organization. The position requires substantial knowledge of departmental and organizational policies and procedures, considerable judgment in interpreting policies, and the ability to resolve routine to complex inquiries or problems. The Administrative Assistant serves as a primary liaison with other departments and develops, recommends, and implements administrative and operational protocols. The role prepares, composes, edits, and proofreads correspondence, reports, and other documents; creates and maintains spreadsheets and databases; produces reports; and typically performs mathematical calculations and general accounting procedures. It also supports reception and inquiry handling, appointment and meeting coordination, record maintenance, data compilation, reporting, and other administrative activities. The position may provide instruction or training to others, participate in committees, and supervise administrative support workflow or activities. The role requires demonstrating knowledge of population-specific patient needs from neonates through adolescence and applying that knowledge in practice. It also requires cultural sensitivity in interactions with patients, families, and coworkers, and support for the organization’s mission, values, and goals. Under CCSG, the position entails planned flex time, which may include working at satellite locations and flexing schedules to include evenings and weekends. Travel to other buildings or campuses may be required.

Requirements

High school diploma, GED, or higher education requiring completion of high school.
Ability to attend to administrative details using initiative, problem-analysis techniques, good judgment, and confidentiality.
Ability to work with all levels of the organization and apply departmental and organizational policies and procedures to resolve complex issues and meet customer needs.
Ability to multitask and problem-solve while working with complex programs, departments, or organizational operations.
Ability to make administrative and procedural decisions and judgments.
Effective oral and written communication skills, including strong grammar and spelling.
Customer-service focus and follow-through to meet customer needs.
Ability to research, gather, and review data; compile information; and prepare accurate, comprehensive reports to deadlines.
Ability to maintain calendars and schedule appointments using electronic scheduling software.
Ability to create, compose, and edit written materials.
Ability to work in a fast-paced environment with strong attention to detail.
Working knowledge of general math and accounting procedures and departmental and organizational policies and procedures.
Intermediate or advanced word-processing and spreadsheet skills.
Skill operating basic office equipment such as copiers, fax machines, calculators, and multi-featured telephones.
Patience in day-to-day performance.
Ability to successfully pass required background checks conducted every five years for SCAN OVS Grant-associated team members.
May require travel to departments in other buildings or campuses for duties integral to the position.

Nice To Haves

Associate’s or bachelor’s degree.
Five to seven years of progressively increasing experience directly related to the duties and responsibilities, or equivalent.
Strong working knowledge of the Microsoft Windows operating system.
Intermediate to advanced skills in Microsoft Word and Excel.
Basic database management experience, such as Microsoft Access.
Working knowledge of scheduling, patient records, or billing software such as IDX or SMS, or other software required by the department.

Responsibilities

Develop, recommend, and implement administrative and operational protocols for the department.
Anticipate, plan, and coordinate activities and projects; identify potential problems and independently implement solutions.
Greet and direct patients, parents, staff, and visitors; screen and route telephone calls; answer inquiries and provide information or resolve complex problems, following through as needed.
Distribute incoming mail and prepare or process outgoing mail and packages, as applicable.
Independently coordinate and schedule appointments, interviews, meetings, and events, including complex calendars for multiple people or groups.
Create, compose, and edit technical and administrative correspondence and documentation; create forms, flyers, and templates.
Research information, compile statistics, gather and calculate data, and prepare scheduled and ad hoc statistical, budget, and narrative reports, summaries, or responses to inquiries.
Copy or duplicate materials and prepare and transmit facsimiles; proofread work for accuracy and neatness.
Coordinate assigned administrative support responsibilities and, as assigned, team-member scheduling and off-site cases.
Provide instruction or training to others on departmental administrative operations and responsibilities.
Maintain and expand personal competencies through training or educational programs as directed; encourage team members to adhere to professional standards and expand their competencies.
Participate and contribute to departmental or organization-wide committees when assigned.
Apply knowledge of the needs of patient populations from neonates through adolescence and demonstrate cultural sensitivity in interactions.
May supervise administrative support workflow or activities and provide performance-related feedback.
Flex to other work locations, including satellite locations, and adjust schedules to include evenings or weekends as planned under CCSG.