Administrative Coordinator

Description

Introduction

Last year our HCA Healthcare colleagues invested over 156,000 hours volunteering in our communities. As an Administrative Coordinator with HCA Healthcare you can be a part of an organization that is devoted to giving back!

Benefits

HCA Healthcare, offers a total rewards package that supports the health, life, career and retirement of our colleagues. The available plans and programs include:

• Comprehensive medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.
• Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance and more.
• Free counseling services and resources for emotional, physical and financial wellbeing
  
• 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)
  
• Employee Stock Purchase Plan with 10% off HCA Healthcare stock
  
• Family support through fertility and family building benefits with Progyny and adoption assistance.
  
• Referral services for child, elder and pet care, home and auto repair, event planning and more
  
• Consumer discounts through Abenity and Consumer Discounts
  
• Retirement readiness, rollover assistance services and preferred banking partnerships
  
• Education assistance (tuition, student loan, certification support, dependent scholarships)
  
• Colleague recognition program
  
• Time Away From Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence)
  
• Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.

Learn more about Employee Benefits

Note: Eligibility for benefits may vary by location.

Would you like to unlock your potential with a leading healthcare provider dedicated to the growth and development of our colleagues? Join the HCA Healthcare family! We will give you the tools and resources you need to succeed in our organization. We are looking for an enthusiastic Administrative Coordinator to help us reach our goals. Unlock your potential!

Job Summary and Qualifications

The Administrative Coordinator oversees all administrative/Office duties for all levels of management and office coordination in support of the IT&S Division. Teamwork is essential. 

Supervisor: Chief Information Officer or Director IT 

Duties Include and Are Not Limited To: 

IT Operations Support: IT Division Support 

• Oversees all administrative support for the CIO, the Leadership Team, and others as necessary in the organization 
• Assists / Ensures new employees are brought into the division via the on boarding process and assist hiring manager with necessary actions with regards to employee set up. 
• Performs/Monitors complex administrative duties including responding for executive when he/she is unavailable, composing correspondence, and coordinating resources across corporate functions. 
• Maintains/Oversees Outlook calendars and email as assigned. 
• Provides Oversight/Coordination of the reception area of the IT&S Division Office including greeting guests, maintaining the visitor log, answering telephone lines and inquires, refers callers/visitors to appropriate individuals, etc. 
• Compiles/Oversees reports from data and existing records, and summarized researched information as requested 
• Provides Oversight/Coordinates the various employee activities throughout the year and assists the Leadership Team with focusing on IT&S Values 
• Develops/ Provides Oversight of the implementation of office procedures related to coordination of interoffice communication, records, supplies, etc. 
• Oversees/Manages office administration and coordinates communication with building management. Problem solves space, furniture, aesthetic issues with appropriate personnel. 
• Provides Oversight/Coordination/Development of necessary spreadsheets for tracking various activities/projects. 
• Provides Oversight/Coordination and Manages the process of purchase requisitions as required. 
• Communicates (written/verbal) with business owners, vendors and all levels of company employees. Must have excellent communication skills. 
• Oversees/Aligns & Monitors schedules with coordination of conference calls and meetings. Participate in meetings and compile minutes as needed. 
• Oversees/Aligns & Monitors schedules/coordinates Travel Arrangements as requested. 
• Oversees/Ensures adequacy of office supplies and equipment 
• Oversees/Ensures paycheck distribution timely 
• Provides Oversight/Coordinates with management to ensure new employees have all necessary forms, supplies and equipment. 
• Provides Oversight/ Coordinates Healthstream maintenance 
• Assists / Coordinates preparation of the ECO Quarterly report 
• Assist with Clarity processes, run reports and follow up on status items. 
• Maintain strictest confidentiality is essential 

Relationship Management & Communication: Leadership, Facility/Field Leadership, Facility/Field Staff, Vendors, Physicians, Division IT Groups, Shared Services Groups 

• Builds positive relationships, must be able to work effectively with other employees, patients and external parties  
• Practices the ability to maintain/handle confidential information appropriately 
• Represents IT&S Division at all times 
• Communicates clearly and concisely, both verbally and in writing 
• Promotes Policies and Procedures, must demonstrate knowledge and understanding of organizational policies, procedures and systems 
• Cascades communication down from CIO as appropriate 
• Communicates successes, challenges, trends and lessons learned regarding Administrative Feedback 
• Promotes Policies and Procedures, must demonstrate knowledge and understanding of organizational policies, procedures and systems 

Project Organization: Managing the Administrative Book of Work, Managing Individual Projects 

• Assists in managing, monitoring & executing the Divisions Administrative portfolio of projects 
• Assists in supporting IT aspects of facility projects 
• Oversees and Monitors the Divisions Administrative Portfolio 

Knowledge, Skills, and Abilities Required: 

• Communication – must communicate clearly and concisely, both verbally and in writing 
• Must have the ability to maintain/handle confidential information appropriately 
• Customer Focused – must understand who the customer is and must establish and maintain long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations 
• Employee Focused – must understand the value of all of our employees and must work to establish and maintain solid relationships, building trust and respect with our employees • Interpersonal skills – must be able to work effectively with other employees, patients and external parties 
• PC skills – must demonstrate proficiency in Microsoft Office applications and other applications as required 
• Ability to work in a fast paced, high stress environment and poses a high degree of flexibility 
• Must be detail orientated 
• Ability to multi-task and work independently with minimal supervision 
• Excellent interpersonal and organizational skills 
• Policies & Procedures – must demonstrate knowledge and understanding of organizational policies, procedures and systems 

Education: 

• High school diploma or GED required 
• Associate’s degree in business administration or completion of secretarial program preferred 

Experience: 

• Five to Seven years of administrative experience is required, including at least one year in a healthcare organization (appropriate education may be substituted for experience). 
• Prior experience with evidence of the ability to handle a busy office in a confidential and professional manner. Requires high concentration with more than average pressure and stress. Possess the ability to deal tactfully with division and corporate personnel.  

PHYSICAL DEMANDS/WORKING CONDITIONS - Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to 50 pounds occasionally. Work is performed in an office environment. Work may be stressful at times. Contact may involve dealing with angry or upset people. Staff must remain flexible and available to provide staffing assistance for any/all disaster or emergency situations. HCA-IT&S, Inc. Administrative Coordinator 3 of 3 Revised 10/29/2010 

OSHA CATEGORY – The normal work routine involves no exposure to blood, body fluids, or tissues (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid, or to be potentially exposed in some other way.  

ITG transforms healthcare and givespeople healthier tomorrows. We deliver information technology strategy, support,and solutions. ITG improve and enhance patient care and business operations. We deliver services atadministrative locations, data centers, and hospitals. The facilities we support are located in 20+ statesand the United Kingdom. Our team works to move healthcare forward. We do this byseeking, embracing, developing, and delivering technology for patient care.

HCA Healthcare has been recognized as one of the World's Most Ethical Companies® by the Ethisphere Institute more than ten times. In recent years, HCA Healthcare spent an estimated $3.7 billion in cost for thedelivery of charitable care, uninsured discounts, and other uncompensated expenses.

"There is so much good to do in the world and so many different ways to do it."- Dr. Thomas Frist, Sr.
HCA Healthcare Co-Founder

Be a part of an organization that invests in you! We are reviewing applications for our Administrative Coordinator opening. Qualified candidates will be contacted for interviews. Submit your application and help us raise the bar in patient care!

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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