Administrative Assistant 4

Job Description

Under limited supervision, independently provides broad-scale administrative, project and operational support affecting a multiple complex departments and/or the organization, which require high level skills and knowledge of departmental and organizational policies and procedures. Utilizes considerable judgment in 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 & 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. Supervises assigned lower level administrative staff.

Responsibilities

• ADMINISTRATIVE COORDINATION - Develops, recommends and implements administrative and operational protocols for 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. May serve as Timekeeper for department, and administer time record and attendance policies for assigned department(s).
• RECEPTION, INFORMATION & INQUIRIES - Following departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephone calls. Answer inquiries, provides forms/information, or resolves complex problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers. May distribute incoming mail and prepare/process outgoing mail/packages.
• APPOINTMENTS, MEETINGS & EVENTS - Independently coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate complex calendars for multiple individuals, care providers, or groups. May schedule and coordinate logistics for complex seminars/conferences.
• CORRESPONDENCE, REPORTS & DOCUMENTS - Utilizes knowledge and understanding of department operations to create, compose and edit complex technical and/or administrative correspondence and documentation. Creates forms, flyers & templates.
• STATISTICS/RECORDS MAINTENANCE & 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. Impact of errors on reports typically will result in serious implications for the department/organization. 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. Provides instruction and/or training to others in activities, processes and responsibilities related to administrative operations of 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 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 age-related 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.
• Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the CCMC STANDARDS.

SUPERVISORY RESPONSIBILITIES

• Directly supervises lower level administrative support staff (e.g. 1-3 FTE's).

Qualifications

Education and/or Experience Required:

• GED or High School Required. Associates or bachelors degree preferred with 5 to 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).
• 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.

License and/or Certifications Required:

• N/A

Knowledge, Skills and Abilities Required:

Knowledge of:

• General math and accounting procedures.
• Departmental/organizational policies and procedures.

Skills:

• Intermediate to Advanced level word processing skills and spreadsheet skills. Skill in use of multiple
  department specific database applications, and organization's time & attendance system.
• Skilled in use of operating basic office equipment (e.g. copier, fax, calculator, multi-featured telephones.

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 problems and meet needs of customers.
• Multi-task and problem solve with working knowledge of a variety of complex programs/departments and/or
  the organization.
• Organize and manage projects, resources and establish priorities.
• Effectively supervise employees, through participation in staffing decisions, employee development and
  performance management.
• 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 detail.

About Us

Connecticut Children's is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children's offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.

At Connecticut Children's, treating children isn't just our job - it's our passion. As a leading children's health system experiencing steady growth, we're excited to expand our team with exceptional team members who share our vision of transforming children's health and well-being as one team.