Administrative Associate - Medical Education Administration

Description

Work where every moment matters.

Every day, over 30,000 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 Connecticut's most comprehensive healthcare network.

Hartford Hospital is one of the largest and most respected teaching hospitals as well as a Level I trauma center. Hartford Hospital is on the cutting edge of technology & medical care and is home to the Center for Education, Simulation and Innovation (CESI), one of the most-advanced medical simulation training centers in the world. Housing the Northeast's largest robotic surgery center, committed to becoming the best in the country for patient safety and is pursuing that goal by taking innovative action and creating a culture of safety at every level within the organization.

Under the supervision of the Manager of Medical Education, this position primarily provides administrative support to the Vice President & Associate Chief Academic Officer/Designated Institutional Official and the Manager of Medical Education to perform multi-dimensional complex administrative tasks that require self-direction, creativity, and independent and discretionary judgment to meet the needs of the leadership team and department.

Job Summary

• Provide efficient, accurate, and timely administrative support to ensure effective day-to-day operations of the department.
• Prepare and distribute reports, correspondence, and other communications on behalf of the leadership team. Perform various responsibilities that contribute to the smooth flow of information to internal and external stakeholders. Exercises judgement as needed to ensure timely distribution of information.
• Provide support to leadership team on time sensitive and complex projects. Coordinate completion of projects and information gathering activities of reporting areas. Complete assigned portion of projects with a high level of accuracy.
• Screen correspondence, manage calendars, plan/organize/schedule meetings and events, prepare meeting agendas and take minutes, make travel arrangements, process reimbursement requests, and order supplies.
• Take action based on independent judgment, understanding the impact across the organization. Involves others both within and outside the area as needed, or refers to a higher authority when appropriate. Initiate proactive and independent research, action, and communications with regard to activities of the leadership team. Respond to complex inquiries regarding own work.
• Maintains departmental files in a complete, accurate, and timely fashion in accordance with the standards of the department and regulatory agencies, and suggests changes to meet operational needs.
• May perform or coordinate varied and complex processes and determine the most appropriate methods and procedures. May facilitate, coordinate, or oversee process(es) as assigned by the manager. May collaborate with other team members on certain projects/assignments as needed. Requires planning, analysis and judgment to achieve desired outcomes.
• Participate in activities and completion of documents dealing with sensitive and confidential issues and information.
• Any other duties as delineated by the Vice President & Associate Chief Academic Officer/Designated Institutional Official or the Manager of Medical Education.

Qualifications

• Education

o Required: High school diploma or equivalent

o Preferred: Associate's degree or equivalent

• Required

o Minimum 3 years of high-level administrative experience.

o Good organizational skills with attention to detail, multi-tasking, and prioritization.

o Proven ability to be an effective communicator including verbal, written and listening skills.

o Customer service orientated with great interpersonal skills.

o Works effectively both on teams and independently, with an ability to navigate relationships with colleagues, management, and stakeholders.

o Ensures high level of confidentially.

o Facile with Microsoft Office Suite, and shared drives (Microsoft OneDrive, Enterprise), Adobe Pro, Outlook/Office 365, shared calendars/inboxes, multi-line phones. Ability to learn/navigate new software, video conferencing, and other technology comfortably.

• Preferred

o An interest in healthcare administration, healthcare management, medical education, graduate medical education, and/or project management.

o Experience working with mid/senior management or above highly desired.

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 - 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 work/life balance. Every moment matters. And this is your moment