Administrative Assistant (Plant Operations)

  • HCA
  • Brooksville, FL 34601, USA
  • Apr 20, 2018

Job Description

Job Code: 00643-7939


No Weekends

POSITION SUMMARY: Provides executive level administrative assistance to support hospital operations. Exercises independent discretion in resolving issues and handling confidential information. Responsibilities include but are not limited to planning and managing executive level calendars, coordinating travel and meeting arrangements, preparing correspondence and reports, and handling of customer relations issues.

  • Plans, organizes, and manages executive level calendars to ensure optimal time management. Exercises discretion in the coordination and prioritization of all calls, meetings, and other activities.
  • Independently composes and prepares correspondence, reports, spreadsheets, etc. accurately and professionally. Collects and prepares information and presentations for use in executive meetings.
  • Effectively manages the ordering and inventory of all office supplies and maintenance of office equipment.
  • Schedules and coordinates all aspects of executive meetings including meeting logistics, catering, materials and equipment, etc. Prepares and distributes agendas, minutes, and performs follow up as required.
  • Manages office communication including phone and email. Uses a high level of confidentiality to handle, screen, and ensure appropriate response and follow-up.
  • Coordinates all aspects of executive team's travel including preparing itineraries, booking travel and completing travel expense reports.
  • Ensures hospital-wide files, policy and procedure manuals, protocols, and reports for various hospital, state and Federal organizations are maintained and available. Ensures integrity and regulatory compliance of departmental documents including but not limited to patient complaint logs.
  • Facilitates and handles highly confidential information, requests, complaints and communications with staff, physicians, and customers. Exercises good judgment and discretion, problem resolution and communication.
  • Plans, organizes and executes projects, as needed.
  • Organization Policies & Process Improvement
  • Supports hospital wide improvement in meeting core measures, patient safety and service excellence goals.
  • Continuously evaluates administrative operational procedures and recommends changes as appropriate to ensure service delivery to meet stakeholder needs.
  • Performs duties in accordance with departmental policies and procedures, and recognized professional standards.
  • Demonstrates knowledge of the occurrence reporting system. Uses system to report potential patient safety issues.
  • Follows established guidelines for reporting a significant medical error or an unanticipated outcome in the patients care which results in patient harm.

  • High school diploma or equivalent (GED). Associates degree in Business or related field preferred.
  • Two years previous experience in an administrative support role; Executive Assistant and project management experience preferred.
  • Critical thinking, service excellence and good interpersonal communication skills, ability to work with all levels of management, outside clients and vendors, ability to read/comprehend written instructions, ability to follow verbal instructions, PC skills/Proficient in Microsoft Office - Excel, Word, PowerPoint, etc.; keyboard skills of 60 wpm.

Last Edited: 04/11/2018