Administrative Assistant - Emergency Room

Hartford Healthcare•New Britain, CT

About The Position

Work where every moment matters. Every day, more than 40,000 Hartford HealthCare colleagues come to work with one thing in common\: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut’s most comprehensive healthcare network. The Hospital of Central Connecticut is an acute-care community teaching hospital, we provide comprehensive inpatient and outpatient services in general medicine and surgery, as well as a wide variety of specialties. Staffed by our talented team of leading professionals, The Hospital of Central Connecticut provides a wide array of services throughout the region, caring for patients from birth through the end of life. Under the supervision of the Director of the Emergency Department, performs a variety of administrative and clerical duties for the Emergency Department. Applicant must be proficient in the use of a computer and various programs including Word, Outlook, and Excel. These duties include, but are not limited to, typing minutes, forms, correspondence, memos, policies, procedures and reports. Maintains a number of record keeping systems (attendance records, educational records, etc). Answers telephone, provides telephonic customer service to ED patients, staff and answers routine inquiries from the public, physicians and hospital staff. Responsibilities Processes new hire or change in schedule paperwork for al ED nursing staff. Maintains computerized record keeping systems for payroll, late punches, occurrences, etc. Provides reports to the ED administrative team regarding violations or potential of violations of occurrence policy on a weekly basis. Coordinates calendar/schedule, schedules meetings, prepares agenda, minutes and handouts for a variety of recurring meetings, provides appropriate organization, support, etc., for the ED administrative team to ensure efficient scheduling of time. Provides support to the ED Clinical Educator by organizing the appropriate resources for education programs. Maintains confidentiality and utilizes discretion in relation to administrative, personnel and patient information and issues. Maintains systems to ensure department and unit specific manuals to meet regulatory agencies and department requirements. Utilizes effective and appropriate communication skills when handling questions and issues from the public, physicians and staff. Refers issues or questions beyond scope of responsibility to the appropriate person in a timely manner. Organizes written materials, designs forms and formats documents, as delegated. Composes letters and memos from verbal direction and/or from knowledge of department policies or procedures. Establishes and maintains files and records on an ongoing basis Photocopies material for distribution as needed. Prioritizes and distributes incoming mail, advising appropriate individuals of issues requiring immediate attention. Orders supplies, reference, and orientation materials for the Emergency Department administrative team. Maintains physical surroundings and equipment. Process payroll. Assists with scheduling RNs, NTs, US. Arranges additional replacement when sick calls and unexpected events occur. Unit specific report cards\: records data from unit specific and hospital specific quality criteria. Calculates and prepare graphs/charts and distributes to the appropriate staff. Staff specific report cards: utilizes quality improvement information to provide feedback to ED administration for individual staff members. Graphs information based on individual staff specific report cards. Creates and runs reports as directed and/or appropriate. Monitors reports related to ED operations (failed synchronization, performance standards). Provides information to the ED administrative team. Graphs results over time. Positively supports the ED team, and supports change within the department. Demonstrates self-direction by effectively utilizing time, building on strengths and working on deficiencies. Develops computer skills as required. Attends meeting, workshops and educational programs that enhance the administrative assistant role. Edits, collates and distributes reports and documents as directed. Handles all department phone calls and refers call to appropriate ED personnel and documents messages. Additional duties as assigned

Requirements

High School Diploma/GED required
2-3 years of administrative assistant experience or equivalent education.
Excellent computer skills, including MS Word & Excel required.
Strong typing/word processing skills.
High degree of accuracy and attention to detail.
Excellent interpersonal and customer service skills (oral, written and telephone communication).
Ability to work independently and self-directed.
Strong interpersonal and organizational skills.
Demonstrated ability to prioritize effectively.

Nice To Haves

Associate/Bachelor degree preferred
Knowledge of/or ability to learn MS PowerPoint, Access, Publisher & Outlook.
Basic medical knowledge and terminology.

Responsibilities

Performs a variety of administrative and clerical duties for the Emergency Department.
Types minutes, forms, correspondence, memos, policies, procedures and reports.
Maintains a number of record keeping systems (attendance records, educational records, etc).
Answers telephone, provides telephonic customer service to ED patients, staff and answers routine inquiries from the public, physicians and hospital staff.
Processes new hire or change in schedule paperwork for al ED nursing staff.
Maintains computerized record keeping systems for payroll, late punches, occurrences, etc.
Provides reports to the ED administrative team regarding violations or potential of violations of occurrence policy on a weekly basis.
Coordinates calendar/schedule, schedules meetings, prepares agenda, minutes and handouts for a variety of recurring meetings, provides appropriate organization, support, etc., for the ED administrative team to ensure efficient scheduling of time.
Provides support to the ED Clinical Educator by organizing the appropriate resources for education programs.
Maintains confidentiality and utilizes discretion in relation to administrative, personnel and patient information and issues.
Maintains systems to ensure department and unit specific manuals to meet regulatory agencies and department requirements.
Utilizes effective and appropriate communication skills when handling questions and issues from the public, physicians and staff.
Refers issues or questions beyond scope of responsibility to the appropriate person in a timely manner.
Organizes written materials, designs forms and formats documents, as delegated.
Composes letters and memos from verbal direction and/or from knowledge of department policies or procedures.
Establishes and maintains files and records on an ongoing basis
Photocopies material for distribution as needed.
Prioritizes and distributes incoming mail, advising appropriate individuals of issues requiring immediate attention.
Orders supplies, reference, and orientation materials for the Emergency Department administrative team.
Maintains physical surroundings and equipment.
Process payroll.
Assists with scheduling RNs, NTs, US.
Arranges additional replacement when sick calls and unexpected events occur.
Unit specific report cards\: records data from unit specific and hospital specific quality criteria.
Calculates and prepare graphs/charts and distributes to the appropriate staff.
Staff specific report cards: utilizes quality improvement information to provide feedback to ED administration for individual staff members.
Graphs information based on individual staff specific report cards.
Creates and runs reports as directed and/or appropriate.
Monitors reports related to ED operations (failed synchronization, performance standards).
Provides information to the ED administrative team.
Graphs results over time.
Positively supports the ED team, and supports change within the department.
Demonstrates self-direction by effectively utilizing time, building on strengths and working on deficiencies.
Develops computer skills as required.
Attends meeting, workshops and educational programs that enhance the administrative assistant role.
Edits, collates and distributes reports and documents as directed.
Handles all department phone calls and refers call to appropriate ED personnel and documents messages.
Additional duties as assigned