Administrative Associate - Dept Of Medicine

Hartford HealthCare; Hartford (CT); On-site; USD 65,000 - 90,000; Full time

Job summary

Hartford HealthCare's Department of Medicine seeks a highly organized, discreet administrative professional to support the Chief of Medicine and the Director of Administration with ad hoc support to the other divisions as needed.

You will manage calendars, prepare agendas, minutes, reports, and presentations, and handle confidential information with the highest discretion while coordinating department meetings and events.

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 organisation, attention to detail, and the ability to prioritise competing demands
• Preferred: academic medical centre or hospital experience; PeopleSoft, Kronos, and Concur; provider onboarding or credentialing; graduate medical education support

Responsibilities

• 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 programmes as needed
• Handle confidential information with the highest level of discretion

Skills

Microsoft Office

Organizational skills

Written communication

Verbal communication

Prioritization

Executive support

Education

High school diploma required

Associate or Bachelor's degree preferred

Tools

PeopleSoft

Kronos

Concur

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 centre in the Northeast and the Center for Education, Simulation and Innovation (CESI), one of the most advanced medical simulation training centres 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 judgement, 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 organisation, attention to detail, and the ability to prioritise competing demands
• Preferred: academic medical centre 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 programmes as needed
• Handle confidential information with the highest level of discretion

Core Competencies

Discretion and integrity

• Independent judgement
• Prioritisation 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 organisation 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 organisation starts with thriving employees-- we provide a competitive benefits programme designed to ensure work/life balance. Every moment matters. And this is your moment.

As an Equal Opportunity Employer/Affirmative Action employer, the organisation will not discriminate in its employment practices due to an applicant’s race, colour, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.