Administrative Associate III - Nursing Service Office

Natchaug Hospital • Mansfield Center, CT

8d • Onsite

About The Position

The Administrative Associate III provides administrative support to a department Director in a fast-paced, confidential environment. The role includes clerical, reception, and project-based duties, maintaining a professional image in person and by phone, managing the Director’s calendar, triaging calls, and helping management keep projects on schedule. The position independently coordinates departmental moves, office changes, repairs, maintenance, meetings, and conferences, and serves as a liaison between departments and staff.

Additional duties include preparing purchase requisitions, monitoring non-salary budget expenditures, assessing monthly expenditures in Microsoft Excel, reviewing invoices and processing payment requests, creating and maintaining Access databases, drafting correspondence, and maintaining paper and electronic filing systems. The associate also coordinates staff office-space, telephone, parking, and key records; researches and purchases office furniture and supplies; assists with weekly Kronos timecard approvals; and takes initiative in the Director’s absence.

Requirements

• High school diploma required.
• Three years of secretarial/administrative support experience with an additional two years of education beyond high school, or two years of high-level secretarial/administrative support experience.
• Knowledge of Microsoft Office 365, including Word, Excel, Access, Teams, and Outlook, and telephone protocol.
• Professional verbal and written communication skills.
• Ability to work independently without constant supervision and handle several tasks at once.
• Ability to set up conferences, including AV/PC equipment, prepare handouts, and coordinate food.

Nice To Haves

• Additional education beyond high school.
• Experience in a healthcare setting.

Responsibilities

• Provide general clerical, receptionist, and project-based administrative support to a department Director in a confidential, fast-paced environment.
• Maintain the Director’s calendar to maximize use of time and triage incoming phone calls.
• Project a professional company image through in-person and telephone interactions; meet and greet visitors.
• Support management with assigned project-based work, update and follow up on delegated tasks, and keep projects on deadline.
• Independently manage departmental moves, general office changes, and coordination of office repairs.
• Prepare purchase requisitions and coordinate and monitor maintenance services.
• Serve as a liaison between other departments and staff.
• Monitor non-salary budget expenditures, prepare monthly expenditure assessments using Microsoft Excel, and offer cost-management suggestions.
• Review invoices and process payment requests accurately and promptly.
• Create and maintain Microsoft Access databases.
• Draft correspondence using Microsoft Office and perform photocopying, faxing, mailing, and filing.
• Maintain hard-copy and electronic filing systems.
• Research, price, and purchase office furniture and supplies.
• Coordinate and maintain records for staff office space, phones, parking, and office keys.
• Set up and coordinate meetings and conferences, including arranging equipment, handouts, and food.
• Assist with weekly timecard approvals through Kronos.
• Occasionally coordinate travel arrangements.
• Take initiative in the Director’s absence.

Benefits

• Medical, vision, and dental benefits.
• 401(k) plan with employer match up to 7%.
• Paid time off accruing from the date of hire.
• Tuition assistance.
• Discounts on services, products, and optional coverages, including movie tickets, pet insurance, and travel.
• Career development and growth opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED