Provides vital administrative and operational support to the Executive Assistant, Program Director, and Vice President. Responsibilities include managing client data, handling correspondence, transcribing clinical dictation, and overseeing office supplies and logistics.
Requirements summary
Requires a high school diploma or equivalent with a preference for 5 or more years of administrative experience. Candidates must possess excellent organizational and communication skills and the ability to handle sensitive, confidential information.
The Administrative Assistant delivers vital administrative support to The Children’s Center of Hamden under the direct supervision of the Executive Assistant, with additional responsibilities supporting the assigned Program Director or Vice President. Due to the sensitive nature of client and agency information, this position demands strict confidentiality and a high degree of professionalism. The Administrative Assistant works collaboratively with departments across the Agency to ensure efficient operations and will perform other duties as assigned.
Technologies
Microsoft Office Suite, Scheduling Platform (ADP WFM), Online Trainings Platform (ADP WFN), Electronic Health System (Carelogic by Qualifacts)
Accountable and responsible for the following results
Updates and manages client data in the database by processing admissions, discharges, document uploads, and maintaining an accurate census.
Facilitates communication with licensing agencies, external providers, and guardians by preparing and submitting reports, requests for information, and other required correspondence.
Maintains accurate and timely paperwork and record-keeping, ensuring confidentiality of all client information and records in full compliance with agency policies and procedures.
Delivers proactive support to the assigned Program Director or VP by helping manage tasks, priorities, and daily operational needs.
Offers versatile operational support by fulfilling program administrative assistant functions across departments and providing receptionist coverage for the Administration or Wakeman Building during lunches, staff absences, and other coverage needs.
Compiles and submits reports as requested to support program operations.
Manages the confirmation and scheduling of appointments and transportation to ensure timely and accurate arrangements.
Assists in monitoring office equipment (copiers, fax machines, coffee machines, mail machines, etc.) to ensure proper functionality.
Submits work orders for maintenance tasks as needed to ensure timely resolution of facility issues.
Captures and transcribes detailed minutes for designated meetings, ensuring accuracy and timely distribution.
Delivers precise and timely transcription of psychiatrists’ dictation to support clinical documentation needs.
Oversees office supply inventory, proactively restocking and fulfilling departmental requests to support daily operations.
Manages purchase order assignments, processes and allocates invoices, and routes them to the appropriate Program Director or VP for approval.
Organizes and executes travel logistics and event registrations to ensure seamless participation in meetings and conferences.
Provides additional support for various and ongoing projects, ensuring timely completion and smooth workflow.
Actively participates in staff and departmental meetings, in-service trainings, workshops, and conferences, and effectively utilizes supervision to support professional growth and enhance service quality.
Maintains an up-to-date file of Agency policies and procedures, ensuring full compliance with all administrative directives.
Maintains appropriate personal boundaries with young people and families served at The Children’s Center of Hamden, in accordance with the agency’s Boundary Code of Ethics.
Maintains awareness of The Children’s Center of Hamden’s Policy and Procedure Manuals and accesses relevant information as needed to guide decision-making and ensure compliance.
Contributes to a safe, welcoming, and equitable environment that reflects the agency’s commitment to diversity and inclusion.
Perform other related duties as assigned.
Minimum Qualifications
High school diploma or equivalent required.
5 or more years of administrative assistance experience preferred.
Should possess excellent organizational abilities, be able to handle confidential information, and various situations that may arise. Should have excellent verbal and written communication skills. Ability to prioritize and manage tasks is a must.
Licensure / Certifications
Not Required.
Physical requirements / Work environment
While performing the duties of this job, the employee is regularly required to perform the following essential job functions:
The work environment is primarily representative of those an employee encounters while performing the essential functions of the job.
Potential exposure to waste and bodily fluids
Potential allergenic and/or irritant conditions
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
