Administrative Associate III / Dept of Medicine Admin

Hartford HealthCare; Bridgeport (CT); On-site; USD 55,000 - 75,000; Full time

Job summary

St. Vincent's Medical Center in Bridgeport, part of Hartford HealthCare, seeks an Administrative Associate III to provide high-level administrative support to the Department of Medicine leadership and the Internal Medicine residency program.

You will manage complex calendars, prepare reports and presentations, and handle sensitive information with discretion, while coordinating travel and departmental initiatives in a fast-paced hospital setting.

Qualifications

• Associates degree or equivalent combination of education and experience.
• Bachelor’s degree preferred.

Responsibilities

• Provide executive and department support to Department of Medicine leadership, including credentialing and performance evaluations.
• Manage complex calendars, schedule meetings, coordinate logistics, prepare materials and track follow-up actions.
• Coordinate travel and meeting arrangements for Department of Medicine activities.
• Design and maintain spreadsheets and databases to track departmental activities, metrics, and initiatives.
• Assist with monitoring and reporting of departmental budgets and expenditures.
• Support departmental projects and identify opportunities to streamline processes.

Skills

Discretion and confidentiality

Written and verbal communication

Organizational skills

Problem solving

Calendar management

Education

Associate degree or equivalent

Bachelor’s degree preferred

Tools

Microsoft OneDrive

Copilot

Office Suite

Job description

Location Detail: St Vincents Medical Center (10427)

Shift Detail: Shift 1

Start here at St. Vincent's Medical Center and work where every moment matters!

St. Vincent's Medical Center doesn't just take great care of our patients; we take great care of our Registered Nurses too! Our benefit options at St. Vincent's are designed so you can care for yourself and your family, just as you care for others when you are here.

Job Summary

The Administrative Associate III provides advanced, multi-dimensional administrative support requiring independent judgment, discretion, and problem-solving in support of Department of Medicine leadership and manages complex administrative workflows, coordinates activities, and handles sensitive and confidential information essential to the functioning of one of the institution’s largest clinical departments, comprising of 13 divisions. This role supports senior physician and administrative leaders, contributes to departmental and programmatic operations, and coordinates key administrative functions related to the internal medicine residency program. The position performs work that is operationally critical, highly confidential, and central to the effective functioning of both the Department of Medicine and Internal Medicine residency training program and serves as a functional manager for key Department of Medicine administrative operations.

CLASSIFICATION & GROWTH STATEMENT

This position is classified as Administrative Associate III. Progression to Administrative Associate IV may occur based on demonstrated expansion of scope, sustained high performance, increased autonomy, leadership in complex initiatives, and organizational need.

Responsibilities

• Department of Medicine Administrative Support

Executive and Departmental Support - 30%

• Provide efficient, accurate, and timely administrative support to Department of Medicine leadership, including support of chair-level activities such as credentialing and performance evaluations.
• Compose correspondence, prepare reports, presentations, and departmental materials using advanced computer and formatting skills.
• Exercise discretion and maintain strict confidentiality when handling sensitive departmental, personnel, or operational information.
• Participate in activities dealing with sensitive and confidential issues and information involving Human Resources or other department or function issues.

Scheduling, Coordination, and Communication -30%

• Manage complex calendars, on call schedules on TigerConnect, schedule Outlook and Teams meetings, coordinate logistics, prepare agendas/materials, and support follow-up actions.
• Serve as a key point of contact for the dept of medicine and HHCMG, internal and external stakeholders; ensure effective flow of information across divisions and departments.
• Coordinate travel and meeting arrangements for DOM activities.

Data Management, Reporting, and Budget Support - 20%

• Design and maintain spreadsheets and databases to track departmental activities, metrics, and initiatives.
• Assist with monitoring and reporting of departmental budgets, expenditures, and other performance measures.
• Maintain organized, accurate, and compliant departmental files, records, and documentation.

Operational and Process Improvement - 20%

• Support departmental projects and initiatives through coordination, tracking, and documentation.
• Identify opportunities to streamline administrative processes and recommend improvements.
• Assist with or lead discrete projects requiring planning, execution, and follow-up.

Additional

• Perform other related duties as required by the chair and dept of medicine.
• Work effectively as a team member within the department and with customers to provide quality service to hospital units through communication, cooperation and collaboration.
• Demonstrate competencies, including knowledge and behaviors, to meet situational specific needs.
• Assume responsibility for self-improvement and be receptive to feedback by collaborating with managers to identify growth opportunities and resources.

Qualifications

Education

• Associates degree or equivalent combination of education and experience. Bachelor’s degree preferred.

Experience

• Three years previous secretarial experience or two years of high-level secretarial experience.
• Minimum of three (3) years of progressively responsible administrative or secretarial experience supporting a complex department, function, or group of professionals preferred.

Knowledge, Skills And Ability Requirements

• Ability to adapt HHC's H3W leadership behaviors and demonstrate/model it daily.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, analytical, and problem-solving abilities.
• Ability to independently prioritize work, manage multiple tasks, and meet deadlines.
• Advanced proficiency with Microsoft OneDrive, Copilot, Office Suite (Outlook, Word, Excel, PowerPoint) and other software.
• Ability to learn and utilize specialized databases and systems.
• High level of professionalism, judgment, initiative, and adaptability in a fast-paced environment.

Committed to nursing excellence, St. Vincent's Medical Center in Bridgeport is a twice-designated Magnet hospital. With more than 3,200 employees, it includes a 473-bed teaching hospital, a 76-bed inpatient psychiatric facility and special needs services for adults and children. St. Vincent's is also a Level 2 Trauma Center, certified by the American College of Surgeons, Committee on Trauma. Now part of Hartford HealthCare, it is the fastest growing hospital in the state providing more advanced surgical procedures and expanding access to care. A large provider group, comprised of the region’s foremost experts, provides convenient patient access from Stamford to Milford and nearly everywhere in between. Founded in 1903, St. Vincent's remains steadfast in its mission to provide compassionate, personalized care to the community.

St. Vincent's Medical Center is part of Hartford HealthCare, a system that includes 7 acute care hospitals, a comprehensive Behavioral Health Network, Home Care services, Senior Services, and an extensive Medical Group network. Hartford HealthCare’s unified culture enhances access, affordability, equity and excellence. Its care-delivery system of over 40,000 employees- in more than 500 locations serving 185 towns across Connecticut offers unparalleled expertise-touching more than 23,000 lives every single day. Here you'll learn, grow, and contribute to healing and health as part of one of Connecticut’s premier health systems. No matter where you work in the Hartford HealthCare system, you're connected to the team that's redefining care. Start here, where every moment matters.