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Senior Administrative Assistant (Clinical Services Group)

Company: HCA Healthcare
Location: Nashville
Posted on: April 19, 2019

Job Description:

DESCRIPTION SHIFT: No Weekends

SCHEDULE: Full-time

About HCA

Nashville-based HCA is one of the nation's leading providers of healthcare services, operating 171 locally managed hospitals and 119 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 has conducted a number of clinical studies, including one that demonstrated that full-term delivery is healthier than early elective delivery of babies and another that identified a clinical protocol that can reduce bloodstream infections in ICU patients by 44 percent. HCA is a learning healthcare system that uses its more than 27 million annual patient encounters to advance science, improve patient care and save lives.

The Clinical Services Group (CSG) is responsible for the development and implementation of HCA's Electronic Health Record (EHR) program as well as the expansion of business processes and performance related to HCA's Clinical Agenda.

The Senior Administrative Assistant is responsible for providing a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient. This role reports to the President, Clinical Services Group and Chief Medical Officer.

GENERAL RESPONSIBILITIES

* Administrative Support--Performs complex administrative duties, including coordinating resources across corporate functions. Composes routine correspondence with internal and external contacts.
* 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. Travel scheduling for multiple executives, logistics manipulation, and problem-solving.
* Time Management--Conserves executive's time by reading, researching, and routing correspondence; drafting internal and external correspondence; collecting and analyzing information; initiating telecommunications. Ability to multi-task and meet changing deadlines.
* Document preparation and record management, including processing expense reports and invoices; handling mail, faxes and copying as needed; maintaining department phone and email distribution lists; maintaining department organizational charts and updating HCA website information as needed.
* Event Coordinating--Plan functions as requested, including negotiation with outside vendors for services.
* Project Management--Lead multiple projects simultaneously; utilize exceptional follow-up skills.
* 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.

* Practice and adhere to the \\"Code of Conduct\\" philosophy and \\"Mission and Value Statement.\\"
* Coordinating and scheduling small and large scale meeting and conference call logistics (to include teleconference and webex live video). Attends meetings when assigned and reports on actions.
* Oversee and ensure adequate supplies for department.
* Completes all arrangements for new departmental employees (schedules new employee orientation and Code of Conduct sessions, etc.).
* Performs special projects and tasks as assigned to support department priorities, utilizing exceptional follow-up skills.
* Complete other duties as assigned.

* Coordinates necessary travel arrangements and processes travel expense reports via Concur and prepares reimbursement reports as requested.
* Assists others with scheduling and travel, as requested.
* Schedules meetings (internal/external to the organization) conference calls, teleconferences and web seminars as requested.
* Maintains Outlook calendars and email as assigned.
* Prepares reports for company activities as required.
* Performs a wide variety of duties such as, composing correspondence, preparation of forms, charts, schedules, and presentation materials as needed.
* Establishes and maintains confidential and operational files for the Executive Team and maintains confidential and operational files as requested.
* Maintains a master list of current personnel supporting division operations as assigned by division executives.
* Communicates changes to corporate personnel responsible for managing these lists.
* Coordinates and schedules activities for outside Board affiliations.
* Maintains the Division policy & procedure manuals.
* Answers phones and screens phone calls, assists and directs callers and takes messages.
* Maintains schedule of use of conference rooms.
* Sorts and distributes mail and other deliveries.
* Prepares packages for overnight delivery.
* Orders supplies as requested.
* Flexible in supporting any office projects needing extra attention due to specific deadlines.
* Assists other administrative support staff in projects and cross-coverage if needed.
* Practice and adhere to the HCA Code of Conduct and HCA Mission, and values

QUALIFICATIONS

* Strong decision-making ability.
* Provides a high level of professionalism and confidentiality in a fast-paced, high-stress environment that requires 24/7 support of executive which requires remaining flexible, relentless, resourceful and efficient.
* Communicates clearly and concisely, in both written and verbal form.
* Professional demeanor with previous experience in interacting and with and providing assistance to executive leadership in a large, matrixed organization.
* Self-directed team player with the ability to initiate and complete assigned tasks and projects, demonstrating attention to detail and ability to follow through. Takes ownership of assigned tasks and projects. Manages multiple tasks and projects for multiple owners simultaneously.
* 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. Skilled at organizing tasks and projects in a timely and orderly manner.
* Ability to perform basic mathematical calculations, balance and reconcile figures, punctuate properly, and spell correctly.
* Demonstrates high level of proficiency with MS Office products, including but not limited to Outlook, Word, Excel, and PowerPoint.
* The successful candidate is energetic, organized, flexible, and proactive; has the ability to anticipate needs, think ahead, possesses strong critical thinking skills, and ability to use judgment when resolving issues on behalf of senior officer and VPs.
* Excellent customer service skills in personal, telephone and written communications.
* Ability to work and participate in a team environment within and across departments.

EDUCATION

* BA or BS Degree or equivalent work experience.

EXPERIENCE

* Three plus years of administrative and/or related experience
* Healthcare experience preferred

We are committed to:

Providing an inclusive work environment where everyone is treated with fairness, dignity and respect.
Recruiting and retaining a diverse staff reflective of the patients and communities we serve.
Equal employment opportunities are provided to all employees and applicants for employment without regard to race, color, religion, gender, national origin, citizenship, age, disability, sexual orientation, genetic information, gender identity, protected veteran status, or any other legally protected category in accordance to applicable federal, state, or local laws.

Keywords: HCA Healthcare, Nashville , Senior Administrative Assistant (Clinical Services Group), Healthcare , Nashville, Tennessee

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