Administrative Assistant 2 | Full Time 40 Hours

Job highlights

Identified by Google from the original job post

Qualifications

The administrative assistant should be a self-motivated individual who is able to process information efficiently and with great attention to detail

Following with learners not-compliant with registration requirements

Distribution of garage parking cards

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

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

License and/or Certification Required:

None

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

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

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

Create, compose and edit written materials

Function in a fast-paced environment with strong attention to detail

Responsibilities

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

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

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

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

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

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)

Monitor learners’ weekly work schedules in Myevaluations

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 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

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

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

Job description

Job Description

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.

Responsibilities

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.

Qualifications

Education and/or Experience Required:

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

• Associate’s degree with a minimum of three (3) years administrative support experience preferred.

License and/or Certification Required:

• None

Knowledge, Skills and Abilities 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.

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.