Administrative Coordinator

  • HCA
  • Nashville, TN, USA
  • Feb 09, 2018
Healthcare

Job Description

Job Code: 26560-4014

Full-time

No Weekends

HCA

HCA, a Fortune 100 company with more than 200,000 employees, is one of the nation's leading providers of healthcare services, operating over 170 locally managed hospitals and over 100 freestanding surgery centers in 20 states and the United Kingdom. With its founding in 1968, HCA created a new model for hospital care in the United States, using combined resources to strengthen hospitals, deliver patient-focused care and improve the practice of medicine. HCA is a learning healthcare system that uses more than 27 million annual patient encounters to advance science, improve patient care and save lives. HCA has been named one of the world's most ethical companies for eight years in a row. At HCA, we are driven by a single goal: the care and improvement of human life.



GENERAL SUMMARY OF DUTIES

Provide a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient

DUTIES INCLUDE BUT ARE NOT LIMITED TO:

  • Administrative Support-Performs complex administrative duties, including coordinating resources across corporate functions. Prepares/assists with presentations and spreadsheets. Composes routine correspondence with internal and external contacts. Gatekeeper for the CFO's office.
  • Executive Calendar Management-Interaction with both internal and external executives and assistants, as well as consultants. Coordination of a variety of complex executive meetings. Must be able to use best judgment to prioritize the executive's time based on greatest need. Heavy travel scheduling, manipulation, and problem-solving.
  • Time Management-Conserves executive's time by managing daily calendar; reading, researching, and routing correspondence; drafting internal and external correspondence; collecting and analyzing information; initiating telecommunications. Ability to multi-task and meet changing deadlines.
  • Meetings - Prepare meeting space, provide documents for participants, and provide catering if necessary.
  • Event Coordinating-Plan functions as requested, including negotiation with outside vendors for services.
  • Project Management-Lead multiple projects simultaneously; utilize exceptional follow-up skills. Including special projects from other departments within the HRG.
  • Communications-Expert level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally.
  • Expense Coordinating-Submit expenses and invoices for CFO and other members of HRG Leadership Team.
  • Confidentiality - Ensure the utmost confidentiality regarding all matters within the HRG Leadership Team.
  • Contract Management - Vet all contracts that come to the CFO for signature. Make sure the correct process has been followed and then documenting the contract after signature.
  • HCA Agency & Service Agreements - Create new Agreements as needed then obtain signatures from CFO and HCA executive. Document & file Agreements in Corporate file.
  • Practice and adhere to the "Code of Conduct" philosophy and "Mission and Value Statement."
  • Complete other duties as assigned.


KNOWLEDGE, SKILLS, & ABILITIES

• Strong decision-making ability.
• Comfortable working in a fast-paced, high-stress environment.
• Communicates clearly and concisely, in both written and verbal form.
• Works effectively with HRG Leadership Team, other employees and external parties.
• Skilled at organizing tasks and projects in a timely and orderly manner.
• Establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations.
• Must be self-directed and able to complete projects with limited supervision.
• Ability to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, and spell correctly.
• Demonstrates high level of proficiency with MS 2010 Office products, including but not limited to Outlook, Word, Excel, and PowerPoint.

EDUCATION BA or BS Degree or equivalent work experience.

EXPERIENCE
10+ recent years supporting 'C-level' executives. Healthcare experience preferred.

Last Edited: 02/07/2018

Reference

26560-4014