Admin Associate III / IS Operations

Work where every moment matters. Every day, over 38,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticuts most comprehensive healthcare network. The creation of the HHC System Support Office recognizes the work of a large and growing group of employees whose responsibilities are continually evolving so that we and our departments now work on behalf of the system as a whole, rather than a single member organization. With the creation of our new umbrella organization we now have our own identity with a unique payroll, benefits, performance management system, service recognition programs and other common practices across the system. Position Summary: Performs multi-dimensional administrative tasks that require creativity, independent and discretionary judgment to meet the needs of a manager or ITS function. Provide efficient, accurate and timely administrative support to contribute to the success of the ITS Department. May act on behalf of superior on routine matters within established guidelines. Reports directly to the ITS Administrative Services Manager. Position Responsibilities: Key Areas of Accountability / Responsibility Provide efficient, accurate, and timely administrative support to contribute to the success of the area by performing a variety of duties such as those that follow. o Able to manage multiple calendars, schedule appointments, and coordinate meetings. This includes collaborating with other administrative assistants within the organization as well as external customers, scheduling and setting up conference rooms to accommodate meetings. o Drafts agendas, updates contact lists and prepares other materials as required. Attends meetings and takes minutes as required. o Prepare meeting material as required, etc. o Prepare and processes various invoices for payment. o Proposes modifications to existing workflows to ensure they align with evolving departmental requirements. o Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departments. o Enters Purchase Order requests through PeopleSoft. o Arranges travel arrangements (hotel, airfare, etc.) and prepares expense reimbursements. o Maintain selected files for VP(s), System Director(s) and Director(s). Monitor and report on budget. o Engages in activities involving sensitive and confidential information related to human resources, other departments, or functions. o May serve as department receptionist, handling visitor reception. o Maintains a clean and functional department workspace, ordering and stocking office supplies through PeopleSoft, generating Purchase Orders as need. o Organize, coordinates, and plans departmental events including securing space, equipment, ordering food, preparing announcements, clean up, etc. o Performs various duties, projects, and assignments as directed by the ITS Administrative Services Manager to support the department. o Assist with team coverage when team members are unavailable. Facilitates seamless information flow, both internally and externally, responding to complex inquiries and taking independent action, understanding organizational impact. Effectively collaborates with internal and external stakeholders and escalates to appropriate level when necessary. Provides direction and training to others as necessary. Ensures the smooth operation of the work area by performing diverse clerical/administrative tasks using office technology. Adapts procedures to meet changing needs, maintain accurate and timely files, and suggest system improvements. They may also delegate tasks to others. Works effectively as a team member within the department and with customers to provide quality service through communication, cooperation, and collaboration. Actively assumes responsibility for self-improvement by collaborating with the superior to identify growth opportunities and available resources. Working Relationships This Job Reports To: ITS Administrative Services Manager Requirements and Specifications: Education Minimum: High School diploma required. Preferred: Additional education preferred. Experience Minimum o Three years previous administrative experience with an additional two years of education beyond High School or two years of high-level administrative experience. o Proficiency in the use of the Personal Computer. Knowledge, Skills and Ability Requirements: Excellent communication skills, both written and verbal. Maintains a high degree of confidentiality. Advanced knowledge of Microsoft Office 365 with proficiency in Outlook calendaring. Knowledge in PeopleSoft, Kronos, SharePoint, Teams, Zoom and Visio. Active listening skills. Strong organizational skills, ability to multi-task and prioritize work. Creative, resourceful and results oriented. Proactively identifies and resolves issues (independently or with others). Attention to detail. Customer Service oriented. Exhibits a positive, proactive attitude. Able to interact with colleagues at all levels of the organization. Must be able to work in a team environment as well We take great care of careers. __ With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving employees we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment. Job: Administrative Assistant Organization: Hartford HealthCare Corp. Title: Admin Associate III / IS Operations Location: Connecticut-Farmington-9 Farm Springs Rd Farmington (10566) Requisition ID: 24161268