Administrative Associate - Dept Of Medicine

Job description

Location Detail: 80 Seymour St HH Conklin (10066)
Work where every moment matters.
Every day, more than 40,000 Hartford HealthCare employees 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 Connecticut’s most comprehensive healthcare network.
Hartford Hospital is one of the largest and most respected teaching hospital in New England. We are a Level 1 Trauma Center that provides cutting edge treatment to its patients. This is made possible by being home to the largest robotic surgery center in the Northeast and the Center for Education, Simulation and Innovation (CESI), one of the most advanced medical simulation training centers in the world. When hospitals cannot provide advanced care, expertise, and new treatment options for their patients require, they turn to us.
Reports to: Director of Administration
Job Summary:
The Department of Medicine is seeking a highly organized, discreet administrative professional to support the Chief of Medicine and the Director of Administration with ad hoc support to the other department's divisions on an as needed basis. This role calls for sound independent judgment, strong communication skills, and the ability to act on behalf of leadership on routine matters within established guidelines.
Qualifications
• High school diploma required; Associate or Bachelor's degree preferred
• Three years of administrative experience plus two years of education beyond high school, or five years of progressively responsible executive-level administrative experience
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
• Excellent written and verbal communication skills
• Strong organization, attention to detail, and the ability to prioritize competing demands
• Preferred: academic medical center or hospital experience; PeopleSoft, Kronos, and Concur; provider onboarding or credentialing; graduate medical education support

What you'll do:
• Manage calendars, meetings, travel, and correspondence for senior leadership
• Prepare agendas, minutes, reports, and presentations, and coordinate department meetings and events
• Provide flexible administrative support to the department's 13 divisions
• Process reimbursements and expense reports in Concur
• Support timekeeping (Kronos) and HR transactions (PeopleSoft)
• Coordinate onboarding of physicians, advanced practice providers, and staff
• Provide administrative support to residency and fellowship programs as needed
• Handle confidential information with the highest level of discretion

Core competencies:
Discretion and integrity
• Independent judgment
• Prioritization under pressure
• Professional communication with senior physicians and executives
• Customer-service orientation
• Adaptability across many stakeholders
• Accuracy and follow-through

Working conditions:
Office-based, with the flexibility to support meetings and events across the hospital and department. Occasional extended hours during peak periods (recruitment season, budget cycles, and events).
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 .
As an Equal Opportunity Employer/Affirmative Action employer, the organization will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.