Admin Associate - Plant Maintenance

Work where every moment matters.

Every day, more than 40,000 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.

Charlotte Hungerford Hospital is a 122-bed, general acute care community hospital located in Torrington, Connecticut, that serves as a regional health care resource for the 100,000 residents of Litchfield County and Northwest Connecticut. CHH offers personalized attention from an expert team of caregivers and physicians that utilize advanced technology and clinical partnerships in a convenient, safe and comfortable patient environment.

Job Summary

Under the supervision of the Northwest Region Director of Plant Operations, the Administrative Associate will provide administrative support to the Facilities Department.

• Coordinate the day-to-day office operations of the Facilities Department; provide administrative support which includes independent preparation of correspondence, maintaining staff and contractors’ calendars, scheduling meetings and project work.
• Assist Director with coordinating testing, inspections and repairs associated with regulatory compliance.
• Organize and track proposals, create requisitions, coordinates purchase orders and invoicing, and takes meeting minutes for Capital Project team meetings.
• Prepare, type and proofread a wide variety of complex documents (e.g., correspondence, reports, contracts, forms, spreadsheets, charts or other graphic representations of information.)
• Organizes the off-site properties related to facility leased regional obligations.
• Track space allocations related to Medicare distribution
• Administrator for the facilities work order database system.
• Manages incoming calls; takes and distributes accurate messages, prioritizing relative importance of each.
• Provides information regarding established Facilities procedures and processes within scope of authority. Responds to complex inquiries, concerns, and complaints regarding services provided, or refers to appropriate staff or manager for resolution.
• Communicate effectively with the Facilities department staff, hospital staff, visitors and patients when needed.
• Communicates with vendors regarding repair, testing, inspections, purchase orders, invoices, reports, and compliance documents.
• Coordinates meetings, training, and related events with staff, vendors, etc.
• Works with the Regional Director of Plant Operations to effectively support the needs of the department.
• Performs other duties as assigned.

Qualifications

• Proficiency in English required
• Minimum 5 years’ experience in related field and demonstrated proficiency in administrative support practices required
• Minimum 5 years’ administrative experience working in Microsoft Office platforms with Excel, Word, and PowerPoint required
• Excellent communication and interpersonal skills required
• Experience as an Administrative Assistant in the healthcare environment is preferred or substitute with Project Management or Facilities Management preferred
• Strong collaboration and teamwork demonstrated in sharing knowledge and influencing best practices
• Able to manage multiple competing priorities within a fast-paced and dynamic environment
• Highly motivated, self-directed professional style
• Strong attention to detail and time-management skills

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.