Administrative Associate

New Haven, CT
Nov 21, 2018

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
EEO/AA/Disability/Veteran
Summary:
Works independently and efficiently to perform a wide range of administrative support duties to meet the needs of the department and/or one or more individuals who are at the supervisory or manager level. May support multiple individuals.
Responsibilities:
  • 1. Drafts and/or composes correspondence for review and approval.
  • 1.1 Composes correspondence on well-defined subjects as requested.
  • 1.2 Composes correspondence in accordance with established department format.
  • 1.3 Prioritizes workload and submits typed correspondence, etc., within established timeframes.
  • 1.4 Collates and assembles documents for distribution on an as-needed basis.
  • 2. Assembles and compiles data as directed.
  • 2.1 Assembles and compiles standardized data from established sources.
  • 2.2 Assembles and compiles data in accordance with established department procedures.
  • 2.3 Assembles and compiles data within established timeframe.
  • 3. Maintains departmental record-keeping and filing systems, either paper and/or electronic including payroll, work and purchase orders, etc.
  • 3.1 Ensures records are updated accurately in a timely fashion.
  • 4. Acts as receptionist for department.
  • 4.1 Greets and receives visitors in a pleasant and professional manner.
  • 4.2 Screens visitors and notifies appropriate personnel when required. Provides information and answers routine inquiries as required.
  • 4.3 Answers incoming calls in a prompt and courteous manner. Screens incoming calls and routes calls appropriately. Takes messages as necessary and ensures prompt delivery to the appropriate recipient.
  • 5. Maintains department calendar, schedules meetings and appointments, and makes routine travel or conference arrangements.
  • 6. Opens, sorts, screens, records and distributes mail to appropriate recipients in a timely manner.
  • 7. Monitors and orders office supplies to maintain inventory at appropriate levels to ensure availability of necessary materials without over-stocking.
  • 8. Performs other related general office duties as requested.
    EDUCATION:
    High school diploma or GED required. Some business course work at the college or technical level preferred.

    EXPERIENCE:
    One to two years previous experience functioning in an administrative support role or a combination of experience and Bachelors degree.

    SPECIAL_SKILLS:
    Experience using the Microsoft Office Suite including Word, Outlook, Excel and PowerPoint. Good organizational skills with the ability to prioritize multiple tasks appropriately. Excellent customer service and communication skills.
    Working knowledge of Windows, Word, PowerPoint and Excel.
    COMPLEXITY:
    In personal and job-related decisions and actions, consistently demonstrates the values of integrity (doing the right
    thing), patient-centered (putting patients and families first), respect (valuing all people and embracing all
    differences), accountability (being responsible and taking action), and compassion (being empathetic).

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    Job Info

    Job: 3466

    Department: Medical Staff Administration
    Category: Admin Support
    Hours: 40.00

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