Hartford HealthCare · 1 week ago
Admin Associate III / IS Operations
Farmington, CT
Full-time
Onsite
Mid Level
3+ years expHartford HealthCare is Connecticut’s most comprehensive healthcare network, and they are seeking an Admin Associate III for their IS Operations team. The role involves performing a variety of administrative tasks to support the ITS Department, including managing calendars, scheduling meetings, and maintaining department supplies.
Health CareHealth DiagnosticsHospitalOncologyPharmaceuticalRehabilitation
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
Qualification
Required
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
Preferred
Additional education preferred
Knowledge in PeopleSoft, Kronos, SharePoint, Teams, Zoom and Co-Pilot a plus
Benefits
Competitive benefits program designed to ensure work/life balance
Company
Hartford HealthCare
Hartford HealthCare is a group of hospitals that offers complete healthcare services including cancer care, rehabilitation and pharmacy.
10001+ employees
H1B Sponsorship
Hartford HealthCare has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (9)
2024 (2)
2023 (4)
2022 (6)
2021 (4)
2020 (8)
Funding
Current Stage
Late StageTotal Funding
$150MKey Investors
Connecticut Health and Educational Facilities Authority
2024-04-01Debt Financing· $150M
Leadership Team
Jeffrey Flaks
President & Chief Executive Officer, Hartford HealthCare
Bimal Patel
Executive Vice President/ Chief Operating Officer
Recent News
Hartford Business Journal
2025-12-18
Company data provided by crunchbase