Administrative Assistant 2

About the role

Under limited supervision, coordinates and performs a variety of administrative and operational support duties for medical education, including but not limited to reception, information and inquiries, appointments, meetings and events, correspondence, reports and documents, statistics/records maintenance and reports, administrative activities, and special considerations.

Responsibilities

• Follows departmental protocol to greet, determine needs, and direct patients/parents, internal staff, and external visitors; accepts, screens, and routes telephone 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.
• Opens and distributes incoming mail and prepares/processes outgoing mail/packages.
• Captures 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; prepares and transmits facsimiles.
• Proofreads all work to ensure accuracy and neatness.
• Anticipates, plans, and coordinates activities to manage assigned administrative support responsibilities.
• 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.
• Runs validation reports and follow-up with non-compliant learners.
• Ensures proper scheduling and manages learners’ weekly work schedules.
• Schedules learner badge appointments, ensures badges have been issued and deactivated, runs monthly RAS learner reports, reviews and compares RAS and ECHO reports to ensure accuracy, prepares welcome packets and coordinates the printing of recruitment materials.
• Retrieves learner registration documents and scans to electronic folders, downloads online registration documents to electronic folders, contacts coordinators and/or learners regarding missing documentation, revises registration documentation as needed, uploads learner photos to the online Privileges system (ECHO).
• Distributes recruitment applications to interviewers, monitors learners’ weekly work schedules in Myevaluations, follows up with learners not-compliant with registration requirements, distributes garage parking cards, collects and deposits parking garage payments, submits learner beeper numbers to the resource to add to intellidesk and submit requests for deactivations.
• Processes check requests, downloads ERAS evaluation reports to send to faculty, logs evaluations when received, runs reports on evaluations not completed, updates website and blackboard as needed, logs of resident conference attendance.
• As assigned, actively participates in and contributes to departmental/organization wide committees.

Qualifications

• Education and/or Experience Required: High School Diploma or GED with five (5) 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.
• Knowledge, Skills and Abilities: 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.

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.