ADMINISTRATIVE ASSIST

Hospital for Special Care; New Britain (CT); On-site; USD 42,000 - 52,000; Full time

Job summary

Hospital for Special Care in New Britain, CT seeks an organized administrative professional to support the Outpatient Therapy team. You will handle diverse clerical tasks, coordinate meetings, process referrals, and track attendance and outcomes with a focus on no-shows and timely communications.

The role requires an associate degree or equivalent experience, strong communication, and familiarity with Microsoft Office. Prior office management experience is a plus in a healthcare setting.

Qualifications

• Associates degree or equivalent experience required.
• Ability to manage multiple projects and priorities to meet deadlines.
• Excellent verbal, written, and interpersonal communication skills.
• Experience with IBM PC systems and Microsoft Office.
• Strong analytical and organizational abilities preferred.
• Familiarity with medical terminology preferred.
• 1–3 years of office management or increasing responsibility preferred.

Responsibilities

• Assist with organization of department meetings, minutes, and educational offerings.
• Assist Outpatient office Coordinator in accurate/timely entry of referrals to system for registration.
• Assist with management of patient attendance/no shows and discharged patients and post-discharge outcomes.
• Assist Outpatient office Coordinator in managing return of Therapy plans of care including tracking, refaxing, contacting providers and updating provider dictionary with HIM.
• Assist in maintaining and updating therapy policies, procedures and competencies and department reports.
• Assist in timekeeping functions and scheduling meetings between staff and management.
• Support therapy staff with clerical tasks and workflows (lymphedema, bracing, faxing).
• Assist with tasks as assigned in absence of office coordinator/PAR.
• Other tasks as assigned.

Skills

Self-motivated

Independent worker

Multi-project management

Deadline-oriented

Communication skills

Education

Associate's degree

Tools

Microsoft Office

IBM PC systems

Job description

QUALIFICATIONS

• Required: Associates degree required or appropriate experience in lieu of degree.
• Required: Self-motivated, independent worker with the ability to manage multiple projects and priorities while meeting deadlines required.
• Required: Excellent verbal, written communication, and interpersonal skills;
• Required: Experience with IBM PC systems and Microsoft Office.
• Preferred: Strong analytical and organizational abilities;
• Preferred: Familiarity with medical terminology preferred;
• Preferred: 1-3 years experience with office management or previous positions of increasing responsibility.

JOB SUMMARY

Performs a wide range of complex project-related and secretarial duties, and coordinates a multitude of office procedures to ensure that Units and Management Team are able to operate in an efficient manner. Provides daily assistance to the Management Team by giving administrative support and taking on/participating in various projects as assigned.

PHYSICAL DEMANDS

• Frequently works at a computer for extended periods of time.
• Frequently conducts business via telephone.
• Frequently changes positions and moves from one area of the hospital to another.
• Frequently works in crowded, noisy environment.
• Occasionally carries boxes/materials weighing up to 40 lb.
• Occasionally stands for extended periods of time.

COGNITIVE DEMANDS

• Frequently uses independent judgment and problem-solving techniques in working with external and internal staff.
• Continuously communicates with others using effective listening, written and verbal skills.
• Prioritizes different projects to meet deadlines.
• Initiates work independently, knows how to access resources and can handle multiple responsibilities simultaneously.
• Adjusts schedule to adapt to changing priorities.
• Uses Universal Precautions when necessary.
• Reads and interprets information from a variety of sources, conducts research for use to improve all aspects of administrative assistance.

WORK DEMANDS

• Works under a variety of conditions inside that include moderate noise and frequent interruptions.
• Works with and around others.
• Adjusts work hours and schedule to adapt to changing priorities at the hospital and in the community.
• Works under deadlines and budgetary constraints

ESSENTIAL FUNCTIONS

• Assists with organization of department meetings/minutes, huddles/materials, therapy support groups and educational offerings
• Assists Outpatient office Coordinator in accurate/timely entry of referrals to system for registration
• Assists with management of patient attendance/experience focusing on no shows/cancellations and discharged patients and post discharge outcomes
• Assists Outpatient office Coordinator in managing return of Therapy plans of care including tracking, refaxing, contacting providers and updating provider dictionary with HIM
• Assists in maintaining and updating therapy policies, procedures and competencies and department reports
• Assists in timekeeping functions and scheduling meetings between staff and management
• Support therapy staff with clerical tasks and workflows (lymphedema, bracing, faxing)
• Assists with tasks as assigned in absence of office coordinator/PAR
• Other tasks as assigned

Location: Hospital for Special Care · OP Therapy Schedule: Full Time, Days, 40