Administrative Assistant 3, Primary Care - Hartford - Full Time

Connecticut Children's•Hartford, CT

About The Position

Under limited supervision, independently coordinates and performs administrative and operational support duties affecting a complex department or the organization. The role requires strong knowledge of departmental and organizational policies and procedures, considerable judgment, and the ability to resolve routine to complex inquiries and problems. The Administrative Assistant serves as a primary liaison with other departments and develops, recommends, and implements administrative and operational protocols. The position prepares and edits a wide range of documents, maintains spreadsheets and databases, produces reports, and typically performs mathematical calculations and general accounting procedures. The role supports reception and inquiries, patient and visitor direction, appointment and calendar coordination, correspondence and report preparation, data gathering and reporting, and other administrative operations. It may include coordinating team-member schedules and off-site cases, training others, participating in committees, and providing feedback on administrative support workflow. The position requires culturally sensitive interactions and attention to the needs of pediatric patients and families. The role includes planned flex time, which may involve working at satellite locations and adjusting schedules to include evenings and weekends. Travel to departments in other buildings or on other campuses may be required. The employer offers eligible team members a compensation and benefits package that includes medical, dental and vision insurance, hospital-paid life and disability coverage, paid time off and leave programs, education and training assistance, a retirement savings plan with hospital match, and an employment assistance program. Benefit eligibility varies based on scheduled hours, except that all team members may participate in the retirement savings plan.

Requirements

High school diploma, GED, or higher education that requires completion of high school.
Ability to attend to administrative detail using initiative, problem analysis, good judgment, and confidentiality.
Ability to work with all organizational levels and apply departmental and organizational policies 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, including strong grammar and spelling skills.
Ability to focus on customer needs and follow through to meet them.
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.
Ability to travel to departments in other buildings or on other campuses for work integral to the position.
For SCAN OVS Grant-associated team members, ability to pass required background checks conducted every five years.
Working knowledge of general mathematics and accounting procedures, and departmental and organizational policies and procedures.
Intermediate or advanced word-processing and spreadsheet skills.
Ability to use basic office equipment such as copiers, fax machines, calculators, and multi-featured telephones.
Working knowledge of scheduling, patient-records, or billing software may be required by individual departments.

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 Microsoft Windows, intermediate to advanced Microsoft Word and Excel skills, and basic database management experience such as Microsoft Access.

Responsibilities

Develop, recommend, and implement administrative and operational protocols for the department.
Plan and coordinate projects and assigned administrative and operational responsibilities, anticipate potential problems, and implement solutions.
Greet and direct patients, parents, staff, and visitors; screen and route telephone calls according to department protocol.
Answer inquiries, provide forms and information, resolve complex departmental questions or problems, and follow through to meet customer needs.
May distribute incoming mail and prepare or process outgoing mail and packages.
Coordinate and schedule appointments, interviews, meetings, and events, including complex calendars for multiple individuals, care providers, groups, or conferences.
Create, compose, and edit complex technical or administrative correspondence and documentation; create forms, flyers, and templates.
Research and compile information and statistics; gather and compute data; prepare scheduled and ad hoc statistical, budget, and narrative reports, summaries, and replies to inquiries.
Copy or duplicate materials and prepare and transmit facsimiles; proofread work for accuracy and neatness.
Coordinate assigned administrative support activities and, as assigned, team-member scheduling and off-site cases.
Instruct or train others in departmental administrative operations, processes, and responsibilities.
Maintain and expand competencies through training or educational programs as directed, and encourage team members to adhere to professional standards and expand their competencies.
Participate and contribute to departmental or organization-wide committees as assigned.
Apply knowledge of population-specific needs from neonates through adolescents and demonstrate cultural sensitivity in interactions with patients, families, and coworkers.
Support the organization’s mission, values, and goals through behavior consistent with Connecticut Children’s Standards.
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 and weekends as needed.