Administrative Associate III / Dept of Medicine Admin

Hartford Healthcare•Bridgeport, CT

4d•Onsite

About The Position

The Administrative Associate III provides advanced, multi-dimensional administrative support requiring independent judgment, discretion, and problem-solving in support of Department of Medicine leadership. This role 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. 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.

Requirements

Associates degree or equivalent combination of education and 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.
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.

Nice To Haves

Bachelor’s degree preferred.
Minimum of three (3) years of progressively responsible administrative or secretarial experience supporting a complex department, function, or group of professionals.

Responsibilities

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.
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.
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.
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.
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.