Administration Office Manager

HCA Healthcare, Inc.; Gainesville (FL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits

401(k) plan with match

Tuition assistance

Paid time off

Job summary

HCA Florida North Florida Hospital is seeking an experienced Executive Office Manager to support the President/CEO, COO and CMO, coordinating calendars, meetings, travel and direct reports across the administrative suite.

You will exercise discretion, maintain confidentiality and act as a professional representative. The role includes staff interviews, training, and ensuring smooth daily operations for the executive team.

Qualifications

• Notary Public credential.
• High School Diploma or GED; Associate/Bachelor in Office Administration or equivalent experience preferred.
• Ten years of high-level executive assistant experience, preferably in healthcare.

Responsibilities

• Screen calls and manage correspondence and visitors for executives.
• Maintain executive calendars, coordinate meetings and travel arrangements.
• Coordinate departmental staff meetings and performance evaluations.
• Assist with interviewing, hiring and training of Administrative staff and oversee workflow of direct reports.
• Prepare executive expense reports and reconcile purchasing card activity.

Skills

Notary Public

Executive support

Education

Bachelor or Associate in Office Admin or equivalent

Tools

Kronos

CONCUR

Job description

Do you have the career opportunities as a(an) Mgr Office you want with your current employer? We have an exciting opportunity for you to join HCA Florida North Florida Hospital which is part of the nations leading provider of healthcare services, HCA Healthcare.

Job Summary and Qualifications

POSITION SUMMARY:

Performs a broad range of administrative duties for the President/CEO, COO, CMO and other members of the executive team. Relieves the executives of details and helps in the management of their daily activities and maintenance of calendars, interfacing with Board Members, Medical Staff, hospital leaders, patients, families, and team members. Coordinates wide variety of assignments in a timely and professional manner. Maintains knowledge of internal policies and procedures. Acts as a liaison between Administrative team and community leaders, government representatives, patients and their families, and the general public. Maintains composure in stressful situations. Requires the exercise of discretion and independent judgment. Articulates and acts professionally as a representative of the President/CEO. Independently plans and executes assigned tasks and also work as part of a team. Maintains confidentiality of information and demonstrates ethical behavior at all times. Participates in the interviewing, hiring and training of the Administrative Assistant staff within the department, and oversees the workflow of direct reports.

• Assists with overall functioning of the Administrative Suite to ensure appropriate business etiquette is maintained. Screen phone calls, correspondence and visitors using discretion and judgment to direct to appropriate individual.
• Assists others with responsibilities and adjusts work schedule to meet department needs, to include management of and workflow of other Administrative or Executive Assistants within the department.
• Facilitates the annual performance evaluation process with direct reports, which includes the other Executive/Administrative Assistants within the department.
• Attends and participates in department staff meetings.
• Compiles Kronos payroll reports. Compiles executive expense reports in CONCUR.
• Assumes responsibility for routine business activities acting as an "agent" for the CEO. Maintains executive calendars, arranges meetings, and makes travel arrangements.
• Provides administrative support for CEO, COO, CMO and other executive team members as needed.
• Responsible for correspondence, collecting of monies, and other arrangements as necessary for special occasions representing Administration.
• Maintain the facility Business Courtesy Log.
• Assists medical staff officers as requested.
• Coordinates arrangements for monthly and off-site meetings for leadership; as well as Board of Trustees monthly meetings and retreat.
• Process monthly American Express purchasing card reconciliations for CEO, COO, CMO and Assistant purchasing card, and other members of the executive team as requested.
• Maintains a high degree of proficiency with various computer applications.
• Completes projects and performs other duties as assigned. Demonstrates flexibility and organizational skills to include handling multiple projects at one time and effectively prioritizing workloads.
• Oversees accurate maintenance of the Conference Room(s) calendar, ensuring all rooms are reserved appropriately.
• Orders office supplies and maintains the inventory in an appropriate and cost conscious manner for the Administrative Suite.
• Performs other related functions as required.

What qualifications you will need:

• Notary Public
• High School Graduate or GED. Associate Degree or Bachelor Degree in Office Administration or equivalent experience is preferred.
• Ten (10) years of experience at a high-level executive assistant capacity, preferably in healthcare required.

Benefits

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

• Comprehensive benefitsfor medical, prescription drug, dental, vision, behavioral health and telemedicine services
• Wellbeing support,including free counseling and referral services
• Time away from workprograms for paid time off, paid family leave, long- and short-term disability coverage and leaves of absence
• Savings and retirement resources, including a 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service), Employee Stock Purchase Plan, flexible spending accounts, preferred banking partnerships, retirement readiness tools, rollover support and financial wellbeing counseling
• Education supportthrough tuition assistance, student loan assistance, certification support, dependent scholarships and a partnership with Galen College of Nursing
• Additional benefitsfor fertility and family building, adoption assistance, life insurance, supplemental health protection plans, auto and home insurance, legal counseling, identity theft protection and consumer discounts

Learn more about Employee Benefits

Note: Eligibility for benefits may vary by location.

HCA Florida North Florida Hospital is a 523-bed, full-service medical and surgical acute care center. For over 49 years, we have served North Central Florida. We offer comprehensive cardiovascular care, oncology, orthopedics, and neurosciences. We offer minimally-invasive laparoscopic and robotic surgery, weight loss surgery and treatment. Other services that we provide include women’s health and wound therapy. We are fully accredited by the Joint Commission and certified as a Comprehensive Stroke Center. Our hospital has an Accredited Chest Pain Center by ACC (American College of Cardiology) and is designated as a Blue Distinction Center for Spine Surgery and Bariatric Surgery. We are committed to patient safety and quality of care. We have received the highest scores available in recognition of this commitment.

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 the delivery of charitable care, uninsured discounts, and other uncompensated expenses.

"Bricks and mortar do not make a hospital. People do" - Dr. Thomas Frist, Sr. HCA Healthcare Co-Founder

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