Administrative Assistant 2

Under limited supervision, coordinates and performs a variety of administrative and operational support duties for medical education, including but not limited to directing calls and routine inquiries, processing of correspondence, forms, reports, budgets, bookkeeping, process forms & information, perform data entry as needed and maintain established spreadsheets, establish and maintain files and records. Prepare, edit, and proofread documents to ensure accuracy. The administrative assistant should be a self-motivated individual who is able to process information efficiently and with great attention to detail. He or she must exhibit the highest levels of professionalism and problem-solving abilities for routine to complex inquiries or problems. The candidate will be expected to follow and ensure compliance with institutional policies and procedures.

Reception, Information and Inquiries:

• Following departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephones calls.

• Answers inquiries, provides forms/information, or resolves problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers.

• Open and distribute incoming mail and prepare/process outgoing mail/packages.

Appointments, Meetings and Events:

• Coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate calendars for multiple individuals, care providers or groups.

• Schedule routine appointments, interviews or meetings; exercises some discretion and judgment to best meet needs of department and individuals.

• Establish regular meetings as appropriate with these staff persons to stay abreast and adjust for new or ongoing needs or issues within the department.

Correspondence, Reports and Documents:

• Performs a variety of assignments utilizing computer to prepare, transcribe, type, edit and distribute agendas, minutes & documents compose routine to complex correspondence & documents; creates

forms, flyers, templates as needed.

Statistics/Records Maintenance and Reports:

• Compiles and maintains statistics, budget or data pertaining to departmental operations.

• Prepares or assists with 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.

Reception, Information and Inquiries:

• Following departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephones calls.

• Answers inquiries, provides forms/information, or resolves problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers.

• Open and distribute incoming mail and prepare/process outgoing mail/packages.

Appointments, Meetings and Events:

• Coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate calendars for multiple individuals, care providers or groups.

• Schedule routine appointments, interviews or meetings; exercises some discretion and judgment to best meet needs of department and individuals.

• Establish regular meetings as appropriate with these staff persons to stay abreast and adjust for new or ongoing needs or issues within the department.

Correspondence, Reports and Documents:

• Performs a variety of assignments utilizing computer to prepare, transcribe, type, edit and distribute agendas, minutes & documents compose routine to complex correspondence & documents; creates

forms, flyers, templates as needed.

Statistics/Records Maintenance and Reports:

• Compiles and maintains statistics, budget or data pertaining to departmental operations.

• Prepares or assists with 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; prepare and transmit facsimiles.

• Proofreads all work to ensure accuracy and neatness.

Administrative Activities:

• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities.

• May be requested 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.

• Update and report learner registration status

• Run validation reports and follow-up with non-compliant learners.

• Work with registration and education staff to ensure proper scheduling.

• Manages and oversees learners' weekly work schedules.

• Schedule learner badge appointments.

• Ensure badges have been issued and deactivated.

• Run monthly RAS learner reports.

• Review and compares RAS and ECHO reports to ensure accuracy.

• Prepare welcome packets and coordinates the printing of recruitment materials.

• Retrieve learner registration documents and scans to electronic folders.

• Download online registration documents to electronic folders.

• Contact coordinators and/or learners regarding missing documentation.

• Revise registration documentation as needed.

• Upload learner photos to the online Privileges system (ECHO).

• Distribution of recruitment applications to interviewers.

• Monitor learners' weekly work schedules in Myevaluations.

• Following with learners not-compliant with registration requirements.

• Distribution of garage parking cards.

• Collect and deposit parking garage payments.

• Submit learner beeper numbers to the resource to add to intellidesk and submit requests for deactivations.

• Administrative duties including but not limited to Processing check requests, downloading ERAS evaluation reports to send to faculty, logging evaluations when received, running reports on evaluations not completed, updating website and blackboard as needed, logging of resident conference attendance

• As assigned, actively participates in and contributes to departmental/ organization wide committees.

• Position may require travel to departments located in other buildings or on other campuses for duties

integral to the position.

• 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 that are

consistent with the Connecticut Children's Standards.

Special Considerations:

This role will entail planned flex time which may include flexing to other work locations including to the satellite locations and/or flexing schedules to include evenings and/or weekends

High School Diploma or GED with five to seven (5-7) years progressively increasing experiences directly related to the duties and responsibilities specified required.

Bachelor's degree preferred with a minimum of three to five (3-5) years administrative support experience required.

KNOWLEDGE OF:

Proficient with Microsoft Windows operating system and Microsoft Office applications including Microsoft Word, Excel, PowerPoint, must be able to generate tables, spreadsheets and presentations.

Experience with managing relevant databases such as RAS, EndNote

SKILLS:

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

Multi-task and problem solve with working knowledge of unit/department

Organize and manage time, activities and processes on weekly and/or project basis

Make administrative/procedural decisions and judgments

Focus on customer needs and follow through to meet needs

As assigned, gather, review and compile information and prepare accurate and comprehensive reports, often with deadlines

Maintain calendars and schedule appointments utilizing electronic scheduling software

Create, compose and edit written materials

Function in a fast paced environment with strong attention to detail