Sleep Lab - Administrative Assistant 3 - 40hrs

Connecticut Children's Medical Center•Farmington, CT

6d•Hybrid

About The Position

Under limited supervision, independently coordinate and perform a variety of administrative and operational support duties affecting a complex department and/or the organization, which require high-level skills and knowledge of departmental and organizational policies and procedures. This role involves significant judgment and interpretation of departmental policies to resolve routine to complex inquiries or problems, serving as a primary liaison with other departments. The position is responsible for developing, recommending, and implementing administrative and operational protocols for the department. Duties include preparing a wide range of documents, composing, editing, and proofreading correspondence and reports, and creating and maintaining spreadsheets and databases to produce reports. The role typically involves tasks requiring mathematical calculations and general accounting procedures. Special considerations include planned flex time, which may involve working at satellite locations and/or adjusting schedules to include evenings and weekends.

Requirements

High School Diploma, GED, or a higher level of education that would require the completion of high school.
Position may require travel to departments located in other buildings or on other campuses for duties integral to the position.
Strong working knowledge of Microsoft Windows operating system.
Intermediate to advanced skills in Microsoft Word and Excel.
Basic database management experience (Microsoft Access).
Working knowledge of scheduling and/or patient records or billing software such as IDX or SMS or other software may be required by individual departments.
General math and accounting procedures.
Departmental and organizational policies and procedures.
Intermediate or advanced level of word processing skills and spreadsheet skills.
Skilled in use of operating basic office equipment (e.g., copier, fax, calculator, multi-featured telephones, etc.).
Effective use of patience in day-to-day performance.
Ability to attend to administrative detail utilizing initiative, problem analysis techniques, good judgment, and confidentiality.
Ability to work with all levels of the organization; understand and apply knowledge of department/organizational policies and procedures to resolve complex issues and meet customer needs.
Ability to multi-task and problem-solve with working knowledge of a variety of complex programs/departments and/or the organization.
Ability to make administrative/procedural decisions and judgments.
Ability to communicate effectively, both orally and in writing.
Excellent command of grammar and spelling skills.
Focus on customer needs and follow through to meet needs.
Ability to research, gather and review data; compile information and prepare accurate and comprehensive reports 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 details.
Ability to successfully pass the required background checks that will be conducted every 5 years.

Nice To Haves

Associate’s or Bachelor’s degree preferred.
5-7 years progressively increasing experience directly related to the duties and responsibilities specified or equivalent.

Responsibilities

Develops, recommends, and implements administrative and operational protocols for the department.
Anticipates, plans, and coordinates activities and projects to effectively manage assigned administrative and operational responsibilities.
Greets, determines needs, and directs patients/parents, internal staff, and external visitors following department protocol.
Accepts, screens, and routes telephone calls.
Answers inquiries, provides forms/information, or resolves complex problems concerning department activities and/or operations.
Independently coordinates and schedules appointments, interviews, meetings, or events.
Exercises discretion and judgment to coordinate complex calendars for multiple individuals, care providers, groups, or conferences.
Creates, composes, and edits complex technical and/or administrative correspondence and documentation.
Creates forms, flyers, and templates.
Researches information, compiles statistics, gathers and computes various data.
Prepares scheduled and ad hoc statistical, budget, and narrative reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
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 coordinate team member scheduling and off-site cases.
Provides instruction and/or training to others in activities, processes, and responsibilities related to administrative operations of the department.
Maintains and expands own competencies by attending training sessions or educational programs.
Encourages team members to adhere to professional standards and to expand competencies.
Actively participates and contributes to departmental/organization-wide committees.
Demonstrates knowledge of population-specific differences and needs of patients from neonate 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 consistent behaviors.
May supervise administrative support workflow/activities and provide feedback relative to performance.