Work where every moment mattersEvery day more than 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 system Position 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 Manager Position ResponsibilitiesKey Areas of 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 followmiddot 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 etcmiddot Drafting agenda when needed updating contact lists and preparation of other materials as requiredmiddot Proofread documents for production without errors and with thoughtful questions that improve the documentmiddot Enter requisition in PeopleSoft for purchase order PO requests for the ITS Department and Bio Medmiddot Serve as department receptionist greeting visitorsvendors and bringing them to appropriate conference roommiddot Maintain rd floor ITS Department space in clean and good working ordermiddot Maintain all conference rooms and training rooms on the rd floor ensuring that are clean and ready for the next meetingmiddot Make copies print scan and mail documents as requestedmiddot Assist ITS managers with their expense reimbursements through Concurmiddot Assist ITS managers with travel arrangements hotel airfare etc when neededmiddot Participate in activities dealing with sensitive and confidential issues and information involving compliance and privacy matters and other department or system business issuesmiddot Prepare meeting material as required etcmiddot Prepare and process various invoices for paymentmiddot Maintain department Pcards to include monthly reconciling of statement maintaining all receipts of purchases coding online submitting for signatures submitting to Commercial Card by th of each monthmiddot Assist Admin team with ordering lunches setting up lunch and breaking down when donemiddot Suggest changes to processes to meet changing departmental needsmiddot Work effectively as a team member within the team department and with clients to provide quality service through communication cooperation and collaborationmiddot Main contact for ordering of office supplies for ITS departments at Farm Spring Windham and Backusmiddot Main contact for ordering coffee supplies for ITS through PeopleSoftmiddot Maintaining the Kanban in supply closet keeping supply closet clean and organizedmiddot Maintaining the supply cabinet on the rd floor with office supplies as needed and maintaining the rd floor break room with coffee supplies as neededmiddot Will be required to help organize coordinate and plan departmental events by securing space equipment ordering food preparing announcements etcmiddot Proposes modifications to existing workflows to ensure they align with evolving departmental requirementsmiddot Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departments when requestedmiddot Organize coordinates and plans departmental events including securing space equipment ordering food preparing announcements clean up etcmiddot Performs various duties projects and assignments as directed by the ITS Administrative Services Manager to support the departmentmiddot 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 necessarymiddot Ensures the smooth operation of the work area by performing diverse clericaladministrative tasks using office technology Adapts to procedures to meet changing needs maintain accurate and timely files and suggest system improvementsmiddot 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 resources Working RelationshipsThis Job Reports To ITS Administrative Services ManagerWork where every moment mattersEvery day more than 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 system Position 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 Manager Position ResponsibilitiesKey Areas of 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 followmiddot 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 etcmiddot Drafting agenda when needed updating contact lists and preparation of other materials as requiredmiddot Proofread documents for production without errors and with thoughtful questions that improve the documentmiddot Enter requisition in PeopleSoft for purchase order PO requests for the ITS Department and Bio Medmiddot Serve as department receptionist greeting visitorsvendors and bringing them to appropriate conference roommiddot Maintain rd floor ITS Department space in clean and good working ordermiddot Maintain all conference rooms and training rooms on the rd floor ensuring that are clean and ready for the next meetingmiddot Make copies print scan and mail documents as requestedmiddot Assist ITS managers with their expense reimbursements through Concurmiddot Assist ITS managers with travel arrangements hotel airfare etc when neededmiddot Participate in activities dealing with sensitive and confidential issues and information involving compliance and privacy matters and other department or system business issuesmiddot Prepare meeting material as required etcmiddot Prepare and process various invoices for paymentmiddot Maintain department Pcards to include monthly reconciling of statement maintaining all receipts of purchases coding online submitting for signatures submitting to Commercial Card by th of each monthmiddot Assist Admin team with ordering lunches setting up lunch and breaking down when donemiddot Suggest changes to processes to meet changing departmental needsmiddot Work effectively as a team member within the team department and with clients to provide quality service through communication cooperation and collaborationmiddot Main contact for ordering of office supplies for ITS departments at Farm Spring Windham and Backusmiddot Main contact for ordering coffee supplies for ITS through PeopleSoftmiddot Maintaining the Kanban in supply closet keeping supply closet clean and organizedmiddot Maintaining the supply cabinet on the rd floor with office supplies as needed and maintaining the rd floor break room with coffee supplies as neededmiddot Will be required to help organize coordinate and plan departmental events by securing space equipment ordering food preparing announcements etcmiddot Proposes modifications to existing workflows to ensure they align with evolving departmental requirementsmiddot Acts as Manager surrogate to review and approve Kronos time keeping entries for the assigned departments when requestedmiddot Organize coordinates and plans departmental events including securing space equipment ordering food preparing announcements clean up etcmiddot Performs various duties projects and assignments as directed by the ITS Administrative Services Manager to support the departmentmiddot 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 necessarymiddot Ensures the smooth operation of the work area by performing diverse clericaladministrative tasks using office technology Adapts to procedures to meet changing needs maintain accurate and timely files and suggest system improvementsmiddot 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 resources Working RelationshipsThis Job Reports To ITS Administrative Services ManagerEducationmiddot Minimum High School diploma requiredmiddot Preferred Additional education preferredExperiencemiddot Three years previous administrative experience with an additional two years of education beyond High School or two years of high level administrative experiencemiddot 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 Co Pilot a plusmiddot Active listening skillsmiddot Strong organizational skills ability to multi task and prioritize workmiddot Creative resourceful and results orientedmiddot Proactively identifies and resolves issues independently or with othersmiddot Attention to detailmiddot 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 well as independently We take great care of careers With 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 Educationmiddot Minimum High School diploma requiredmiddot Preferred Additional education preferredExperiencemiddot Three years previous administrative experience with an additional two years of education beyond High School or two years of high level administrative experiencemiddot 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 Co Pilot a plusmiddot Active listening skillsmiddot Strong organizational skills ability to multi task and prioritize workmiddot Creative resourceful and results orientedmiddot Proactively identifies and resolves issues independently or with othersmiddot Attention to detailmiddot 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 well as independently We take great care of careers With 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