Administrative Assistant 3

Under limited supervision, independently coordinate and performs 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. Utilizes considerable judgment and interpreting departmental policies to resolve routine to complex inquiries or problems, serves as primary liaison with other departments. Develops, recommends and implements administrative and operational protocols for the department. Prepares a wide range of documents; composes, edits and proofreads correspondence and reports; creates and maintains spreadsheets and databases and produces reports; edits and proofreads documents to ensure accuracy. Typically performs duties involving mathematical calculations and general accounting procedures.

Administrative Coordination:

• Develops, recommends and implements administrative and operational protocols for the department.

• Anticipates, plans and coordinates activities and projects to effectively coordinate and manage assigned administrative and operational responsibilities; anticipates problems prior to occurrence and independently finds and implements solutions.

Reception, Information and Inquiries:

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

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

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

Appointments, Meetings and Events:

• 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.

Correspondence, Reports and Documents:

• Utilizes knowledge and understanding of department operations to create, compose and edit complex technical and/or administrative correspondence and documentation. Creates forms, flyers and templates.

Statistics/Record Maintenance and Reports:

• As directed, 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; prepare and transmit facsimiles.

• Proofreads all work to ensure accuracy and neatness.

Administrative Support Activities:

• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities. As assigned, may need to 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, as directed.

• Encourages team members to adhere to professional standards and to expand competencies.

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

• Demonstrates knowledge of the population-specific differences and needs of patients in appropriate, specific populations 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 behaviors that are consistent with the Connecticut Children's Standards.

Position Specific Role Responsibilities

Special Considerations:

• Under CCSG, this role will entail planned flex time which includes flexing to other work locations including to the satellite locations and/or flexing schedules to include evenings as well as weekends.

SUPERVISORY RESPONSIBILITIES

May supervise administrative support workflow/activities and provide feedback relative to performance.

• High School Diploma, GED, or a higher level of education that would require the completion of high school, is required.

• Associate's or Bachelor's degree preferred with 5-7 years progressively increasing experiences directly related to the duties and responsibilities specified or equivalent.

• Strong working knowledge of Microsoft Windows operating system, intermediate to advanced skills in Microsoft Word and Excel; basic database management experience (Microsoft Access).

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

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

KNOWLEDGE OF:

• 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

SKILLS:

• Intermediate or advance 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

• Work with all levels of organization; understand and apply knowledge of department/organizational policies and procedures to resolve complex and meet needs of the customer

• Multi-task and problem solve with working knowledge of a variety of complex programs/departments and/or the organization.

• Make administrative/procedural decisions and judgments

• Communicate effectively, both orally and in writing. Excellent command of grammar and spelling skills

• Focus on customer needs and follow through to meet needs.

• Research, gather and review data; compile information and prepare accurate and comprehensive reports 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 details

• May supervise administrative support workflow/activities and provide feedback relative to performance.

Special Consideration/Requirement for all SCAN OVS Grant Associated Team Members:

• Ability to successfully pass the required background checks that will be conducted every 5 years.