Administrative Assistant 3

Job Title

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.

Responsibilities

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, research 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.

Qualifications

Education and/or Experience Required:

• High School Diploma, GED, or a higher level of education that would require the completion of high school, is required.
• Position may require travel to departments located in other buildings or on other campuses for duties integral to the position.

Education and/or Experience Preferred:

• 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).

Knowledge, Skills and Abilities:

Knowledge:

• 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.

Job Info

• Job Identification 4450
• Job Category Admin. & Ops. Support
• Posting Date 01/22/2026, 07:31 PM
• Job Shift Day
• Locations 282 Washington Street, Hartford, CT, 06106, US (On-site)
• Scheduled Days and Hours Monday - Friday: 9:00am - 5:00pm