Administrative Assistant, Part Time

This role is onsite and will work Monday-Friday, 8:00am-12:00pm with flexibility required depending on office needs. Once a month ability to come in at 7:00am for meeting coverage. 

Provides support to the Infectious Diseases Department/ Infection Prevention Program by performing clerical and administrative operations associated with running an office.  Organizes and performs general office functions (reception, scheduling appointments, filing, minutes taking, data management etc.) ensuring that internal and external customers’ needs are met and that effective and efficient operations are maintained. At Stamford Health, we believe that every patient deserves compassionate, personalized, person centered care. This commitment guides how we care for patients, support their care partners, and promote the wellbeing of our staff. In alignment with our Planetree philosophy, the individual in this role will foster a respectful, collaborative environment that honors the needs, values, and preferences of every person we serve and the colleagues we partner with.  

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES:

• Answers telephone, provides information to callers, routes calls as appropriate, takes clear, concise messages and contacts appropriate staff in order to promote effective communication.
• Receives, reads, and routes incoming mail.  Reviews documents making notes of deadlines.  May prepare responses to routine correspondence as directed. 
• Maintains appointment calendars for Director and Department as necessary.  Provides principal(s) with appropriate updates to changes in schedules as they occur.  Sets up meetings as requested, arranging for appropriate equipment and refreshments as necessary.  Initiates follow-up calls as necessary and gathers information for meetings to assure a well-organized event. 
• Attends selected meetings, take notes, writes, prepares and disseminates minutes in timely manner.
• Transcribes information from various mediums into written form, within established timeframes.  Produces memos, correspondence and other documents and disseminates information as appropriate. Files documents and other materials in order to maintain complete records regarding office operations.
• Compiles various reports and assists in financial and statistical analysis. Utilizes data management and analytical tools to identify and track issues that are department responsibility
• Utilize various internal and external databases to analyze and benchmark performance and outcomes. Familiar with and supports data analyses and tracking systems to promote high quality and patient safety.
• May participate in the preparation of department budgets, including gathering information, disseminating information, and maintaining records to support the budget process.
•  Monitor expenditure of department budgeted funds.
• Establishes appropriate follow-up procedures within all areas of responsibilities to insure efficient and timely responses to requests, and promote effective customer service, and efficient office operations.
• Maintains liaison with all levels of administration, physicians and outside organizations to coordinate and improve operations, accomplish directives and to facilitate the resolution of problems.
•  Participates in recording of data and outcomes to State, other DPH committees, relevant organizations and CDC. 
• Conducts and manages special projects as assigned.

EDUCATION REQUIREMENTS (INCLUDE LICENSE, REGISTRATION, CERTIFICATION):

• High school diploma required; some college strongly preferred.

PATIENT POPULATION SERVED:

Department (Infection Prevention, Infectious Diseases).  
Adult population.

PHYSICAL EFFORT:

Some portions of daily assignments involve prolonged standing, transporting material, equipment, or lifting, moving, or carrying (less than 30 pounds) for intermittent periods throughout the day.

PHYSICAL ENVIRONMENT:

Generally pleasant working conditions.  Nature of duties performed present little potential for job-related accidental injury.