Work where every moment mattersEvery day over Hartford HealthCare colleagues 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 Connecticutrsquos most comprehensive healthcare networkThe creation of the HHC System Support Office recognizes the work of a large and growing group of employees whose responsibilities are continually evolving so that we and our departments now work on behalf of the system as a whole rather than a single member organizationWith the creation of our new umbrella organization we now have our own identity with a unique payroll benefits performance management system service recognition programs and other common practices across the systemPosition SummaryPerforms 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 ManagerPosition ResponsibilitiesKey Areas of Accountability Responsibilitymiddot 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 o Able to manage multiple calendars schedule appointments and coordinate meetings This includes collaborating with other administrative assistants within the organization as well as external customers scheduling and setting up conference rooms to accommodate meetings o Drafts agendas updates contact lists and prepares other materials as required Attends meetings and takes minutes as requiredo Prepare meeting material as required etc o Prepare and processes various invoices for paymento Proposes modifications to existing workflows to ensure they align with evolving departmental requirements o Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departmentso Enters Purchase Order requests through PeopleSofto Arranges travel arrangements hotel airfare etc and prepares expense reimbursements o Maintain selected files for VPs System Directors and Directors Monitor and report on budgeto Engages in activities involving sensitive and confidential information related to human resources other departments or functionso May serve as department receptionist handling visitor receptiono Maintains a clean and functional department workspace ordering and stocking office supplies through PeopleSoft generating Purchase Orders as need o Organize coordinates and plans departmental events including securing space equipment ordering food preparing announcements clean up etc o Performs various duties projects and assignments as directed by the ITS Administrative Services Manager to support the departmento Assist with team coverage when team members are unavailablemiddot 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 necessarymiddot Provides direction and training to others as necessary middot Ensures the smooth operation of the work area by performing diverse clericaladministrative tasks using office technology Adapts procedures to meet changing needs maintain accurate and timely files and suggest system improvements They may also delegate tasks to othersmiddot Works effectively as a team member within the department and with customers to provide quality service through communication cooperation and collaborationmiddot Actively assumes responsibility for self improvement by collaborating with the superior to identify growth opportunities and available resourcesWorking RelationshipsThis Job Reports To ITS Administrative Services ManagerWork where every moment mattersEvery day over Hartford HealthCare colleagues 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 Connecticutrsquos most comprehensive healthcare networkThe creation of the HHC System Support Office recognizes the work of a large and growing group of employees whose responsibilities are continually evolving so that we and our departments now work on behalf of the system as a whole rather than a single member organizationWith the creation of our new umbrella organization we now have our own identity with a unique payroll benefits performance management system service recognition programs and other common practices across the systemPosition SummaryPerforms 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 ManagerPosition ResponsibilitiesKey Areas of Accountability Responsibilitymiddot 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 o Able to manage multiple calendars schedule appointments and coordinate meetings This includes collaborating with other administrative assistants within the organization as well as external customers scheduling and setting up conference rooms to accommodate meetings o Drafts agendas updates contact lists and prepares other materials as required Attends meetings and takes minutes as requiredo Prepare meeting material as required etc o Prepare and processes various invoices for paymento Proposes modifications to existing workflows to ensure they align with evolving departmental requirements o Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departmentso Enters Purchase Order requests through PeopleSofto Arranges travel arrangements hotel airfare etc and prepares expense reimbursements o Maintain selected files for VPs System Directors and Directors Monitor and report on budgeto Engages in activities involving sensitive and confidential information related to human resources other departments or functionso May serve as department receptionist handling visitor receptiono Maintains a clean and functional department workspace ordering and stocking office supplies through PeopleSoft generating Purchase Orders as need o Organize coordinates and plans departmental events including securing space equipment ordering food preparing announcements clean up etc o Performs various duties projects and assignments as directed by the ITS Administrative Services Manager to support the departmento Assist with team coverage when team members are unavailablemiddot 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 necessarymiddot Provides direction and training to others as necessary middot Ensures the smooth operation of the work area by performing diverse clericaladministrative tasks using office technology Adapts procedures to meet changing needs maintain accurate and timely files and suggest system improvements They may also delegate tasks to othersmiddot Works effectively as a team member within the department and with customers to provide quality service through communication cooperation and collaborationmiddot Actively assumes responsibility for self improvement by collaborating with the superior to identify growth opportunities and available resourcesWorking RelationshipsThis Job Reports To ITS Administrative Services ManagerRequirements and SpecificationsEducationmiddot Minimum High School diploma requiredmiddot Preferred Additional education preferredExperiencemiddot Minimumo Three years previous administrative experience with an additional two years of education beyond High School or two years of high level administrative experienceo Proficiency in the use of the Personal ComputerKnowledge Skills and Ability Requirementsmiddot Excellent communication skills both written and verbalmiddot Maintains a high degree of confidentialitymiddot Advanced knowledge of Microsoft Office with proficiency in Outlook calendaringmiddot Knowledge in PeopleSoft Kronos SharePoint Teams Zoom and Visiomiddot Active listening skillsmiddot Strong organizational skills ability to multi task and prioritize work middot Creative resourceful and results oriented middot Proactively identifies and resolves issues independently or with othersmiddot Attention to detailmiddot Customer Service orientedmiddot Exhibits a positive proactive attitudemiddot Able to interact with colleagues at all levels of the organizationmiddot Must be able to work in a team environment as wellWe take great care of careersWith locations around the state Hartford HealthCare offers exciting opportunities for career development and growth Here you are part of an organization on the cutting edge ndash helping to bring new technologies breakthrough treatments and community education to countless men women and children We know that a thriving organization starts with thriving employees we provide a competitive benefits program designed to ensure worklife balance Every moment matters And this isyour momentRequirements and SpecificationsEducationmiddot Minimum High School diploma requiredmiddot Preferred Additional education preferredExperiencemiddot Minimumo Three years previous administrative experience with an additional two years of education beyond High School or two years of high level administrative experienceo Proficiency in the use of the Personal ComputerKnowledge Skills and Ability Requirementsmiddot Excellent communication skills both written and verbalmiddot Maintains a high degree of confidentialitymiddot Advanced knowledge of Microsoft Office with proficiency in Outlook calendaringmiddot Knowledge in PeopleSoft Kronos SharePoint Teams Zoom and Visiomiddot Active listening skillsmiddot Strong organizational skills ability to multi task and prioritize work middot Creative resourceful and results oriented middot Proactively identifies and resolves issues independently or with othersmiddot Attention to detailmiddot Customer Service orientedmiddot Exhibits a positive proactive attitudemiddot Able to interact with colleagues at all levels of the organizationmiddot Must be able to work in a team environment as wellWe take great care of careersWith locations around the state Hartford HealthCare offers exciting opportunities for career development and growth Here you are part of an organization on the cutting edge ndash helping to bring new technologies breakthrough treatments and community education to countless men women and children We know that a thriving organization starts with thriving employees we provide a competitive benefits program designed to ensure worklife balance Every moment matters And this isyour moment