Administrative Assistant

Job Description

Under limited supervision, independently coordinate and perform 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.

• 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.

• 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.

• 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.

• 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.

• As directed, research information, compile statistics, gather and compute various data, prepare 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.

• 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.

• 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.

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

• High School Diploma, GED, or a higher…