Admin Associate III - Headache Center

at  Hartford HealthCare Medical Group Specialists

DescriptionJob Schedule: Full Time
Standard Hours: 40
Job Shift: Shift 1
Shift Details: Monday -Friday
Work where every moment matters.
Every day, almost 30,000 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 HealthCare Medical Group is one of the largest medical practices in New England with multiple locations throughout Connecticut and Rhode Island. We consist of a team of professionals ranging from Medical Assistants to Physician Assistants and everything in between. Our physician led medical group enjoys an excellent reputation with patients and the medical community, offering primary care, urgent care and more than 30 different specialties.

JOB DESCRIPTION

Performs multi-dimensional administrative tasks that require creativity, independent and discretionary judgment to meet the needs of the Fellowship program and Headache center directors. Provide efficient, accurate and timely administrative support to contribute to the success of the Headache Center Department. May act on behalf of superior on routine matters within established guidelines. Reports directly to the Practice Manager.

• 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.
• 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.
• Drafts agendas, updates contact lists and prepares other meeting materials as required. Attends meetings and takes minutes as required.
• Prepare and processes various invoices for payment. Enters Purchase Order requests through PeopleSoft.
• Proposes modifications to existing workflows to ensure they align with evolving departmental requirements.
• Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departments.
• Arranges travel arrangements (hotel, airfare, etc.) and prepares expense reimbursements.
• Maintain selected files for VP(s), System Director(s) and Director(s). Monitor and report on budget.
• Engages in activities involving sensitive and confidential information related to human resources, other departments, or functions.
• May serve as department receptionist, handling visitor reception.
• Maintains a clean and functional department workspace, ordering and stocking office supplies through PeopleSoft, generating Purchase Orders as need.
• Organize, coordinates, and plans departmental events including securing space, equipment, ordering food, preparing announcements, clean up, etc.
• Performs various duties, projects, and assignments as directed by the ITS Administrative Services Manager to support the department.
• 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.

Qualifications

• High School diploma required.
• Three years previous administrative experience with an additional two years of education beyond High School or two years of high-level administrative experience.
• 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.
• Strong organizational skills, ability to multi-task and prioritize work.

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.

• 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.
• 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.
• Drafts agendas, updates contact lists and prepares other meeting materials as required. Attends meetings and takes minutes as required.
• Prepare and processes various invoices for payment. Enters Purchase Order requests through PeopleSoft.
• Proposes modifications to existing workflows to ensure they align with evolving departmental requirements.
• Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departments.
• Arranges travel arrangements (hotel, airfare, etc.) and prepares expense reimbursements.
• Maintain selected files for VP(s), System Director(s) and Director(s). Monitor and report on budget.
• Engages in activities involving sensitive and confidential information related to human resources, other departments, or functions.
• May serve as department receptionist, handling visitor reception.
• Maintains a clean and functional department workspace, ordering and stocking office supplies through PeopleSoft, generating Purchase Orders as need.
• Organize, coordinates, and plans departmental events including securing space, equipment, ordering food, preparing announcements, clean up, etc.
• Performs various duties, projects, and assignments as directed by the ITS Administrative Services Manager to support the department.
• 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