Admin Associate III / IS Operations

Hartford HealthCare•Farmington, CT

About The Position

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.

Requirements

Minimum: 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.
Proficiency in the use of the Personal Computer.
Excellent communication skills, both written and verbal.
Maintains a high degree of confidentiality.
Advanced knowledge of Microsoft Office 365 with proficiency in Outlook calendaring
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.
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 as independently.

Nice To Haves

Additional education preferred
Knowledge in PeopleSoft, Kronos, SharePoint, Teams, Zoom and Co-Pilot a plus.

Responsibilities

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.
Ability to maintain multiple calendars simultaneously. Ability to schedule appointments, coordinate meetings (including calendar management, contacting other assistants and external customers, booking conference rooms, setting up meetings, adding travel time, when necessary, etc.)
Drafting agenda when needed, updating contact lists and preparation of other materials as required.
Proofread documents for production without errors and with thoughtful questions that improve the document.
Enter requisition in PeopleSoft for purchase order (PO) requests for the ITS Department and Bio-Med
Serve as department receptionist, greeting visitors/vendors and bringing them to appropriate conference room.
Maintain 3rd floor ITS Department space in clean and good working order.
Maintain all conference rooms and training rooms on the 3rd floor ensuring that are clean and ready for the next meeting.
Make copies, print, scan, and mail documents as requested.
Assist ITS managers with their expense reimbursements through Concur.
Assist ITS managers with travel arrangements (hotel, airfare, etc.) when needed.
Participate in activities dealing with sensitive and confidential issues and information involving compliance and privacy matters and other department or system business issues.
Prepare meeting material as required, etc.
Prepare and process various invoices for payment.
Maintain department Pcards (to include monthly reconciling of statement, maintaining all receipts of purchases, coding online, submitting for signatures, submitting to Commercial Card by 15th of each month)
Assist Admin team with ordering lunches, setting up lunch and breaking down when done.
Suggest changes to processes to meet changing departmental needs.
Work effectively as a team member within the team, department and with clients to provide quality service through communication, cooperation, and collaboration.
Main contact for ordering of office supplies for ITS departments at Farm Spring, Windham, and Backus
Main contact for ordering coffee supplies for ITS through PeopleSoft.
Maintaining the Kanban in supply closet, keeping supply closet clean and organized.
Maintaining the supply cabinet on the 3rd floor with office supplies as needed and maintaining the 3rd floor break room with coffee supplies as needed.
Will be required to help organize, coordinate and plan departmental events by securing space, equipment, ordering food, preparing announcements, etc.
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 when requested.
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 to procedures to meet changing needs, maintain accurate and timely files, and suggest system improvements.
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.