Senior Admin Assistant

HCA Healthcare, Inc.; Brentwood (TN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Comprehensive benefits

Wellbeing support

Paid time off

Retirement savings program

Education support

Other benefits

Job summary

HCA Healthcare, Inc. is seeking a Senior Admin Assistant to provide comprehensive administrative support to the CAO of Anesthesia and two Directors of Operations.

You will coordinate calendars, schedule meetings, arrange for venues, AV equipment, and catering as needed, and manage in-box and mail duties. The role includes processing invoices through approval workflows, maintaining vendor files, preparing month-end reports, and assisting with vendor relations and communications with leaders and

Qualifications

• Administrative proficiency and organization
• Professional communication and coordination
• Attention to detail and confidentiality

Responsibilities

• Provide administrative support to the department, including calendar management, meeting coordination, and front-line reception for guests.
• Coordinate calendars, schedule meetings/events, and assist with team meeting planning.
• Serve as primary contact for department guests, process inquiries, arrange meeting rooms, refreshments, and AV equipment as needed.
• Manage office deliveries, mail, supplies, maintenance issues, and new hire setup.
• Process invoices through approval workflow with accounting; maintain vendor files and correspondence.
• Prepare month-end reports and submit time usage in Kronos.
• Coordinate monthly communications with leaders, employer clients, and others as directed.
• Maintain accurate contact lists (emails, physical addresses, phone numbers).
• Provide general administrative support: mailing, copying, filing, phones, faxes, and drafting correspondence.
• Assist vendor relations: research credibility, initial contacts, vendor database, contracts, cross-branding opportunities, and program tracking.
• Assemble monthly performance reports for executive leadership and record statistics for designated members.
• Prepare information packets for prospective members, affiliates, vendors, etc.
• Develop and maintain filing systems for department correspondence; assist with proofreading and editing documents.
• Order supplies and monitor expenses; arrange leader travel and prepare expense reports; assist with board presentations and client/prospect materials.

Job description

Are you passionate about the patient experience? At HCA Healthcare, we are committed to caring for patients with purpose and integrity. We care like family! Jump-start your career as a(an) Senior Admin Assistant today with HCA Healthcare.

Job Summary and Qualifications

• To provide administrative support to the assigned department, primarily supporting the CAO of Anesthesia and 2 Director of Operations.

• Coordinate calendars, schedule meetings/events on their behalf and assist in coordination of various team meetings/events

• Serve as primary contact for department guests and assist with meeting planning, including making arrangements for meeting rooms, refreshments, AV equipment, etc., as needed, and facilitate inquiries into department by all constituents

• Serve as primary contact for office deliveries/mail, office supplies, maintenance issues, equipment requests, new hire set up, etc.

• Code and coordinate all invoices through the approval process, working closely with company accounting function

• Maintain copies of all invoices and statements within vendor files, e.g., publishers, vendor discount partners, affiliates, etc.

• Prepare month end reports and submit time usage for Kronos

• Coordinate monthly communications with leaders, employer clients, and others, as directed

• Develop and maintain accurate team/directors/employer contact lists, including addresses (email & physical), phone numbers, etc.

• Provide general administrative support, including creating labels for packages/letters to be mailed and ensuring parcel drops, making copies, filing, answering phones, delivering mail, sending faxes, drafting and typing correspondence, etc.

• Assist with vendor relations program, including research/investigation of vendor credibility, prospective vendors, initial phone contacts, maintenance of vendor database and disposition files, vendor contracts and correspondence, and information about cross-branding opportunities. Track members obtained through designated vendor programs (if applicable)

• Assemble and keep track of monthly performance reports from department managers for executive leadership

• Assimilate and record designated member and participant statistics and reports and maintain in an orderly and accessible place

• Prepare information packets for prospective members, affiliates, vendors, etc.

• Develop and maintain filing system for department correspondence

• Assist with proofreading and editing department documents

• Order supplies for department; monitor associated expenses in relation to the budget

• Arrange leader travel as needed, including booking and creating itineraries. Prepare expense reports upon request

• Assist with presentations for the board, key clients, and prospects, including assembling sales packages

• Assist other departments with needs, as directed

• Demonstrate a mature approach and commitment to work

• Adhere to Code of Conduct, HIPAA guidelines, and member confidentiality of PHI

• Perform other duties as required by management

• Adheres to all company policies, procedures and business ethics codes and ensures they are communicated and implemented within customer clinics and programs.

Job Qualifications:

• High School Graduate/Equivalent required

• College Graduate preferred

• 3+ years of experience as an Admin Assist required

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 benefits for medical, prescription drug, dental, vision, behavioral health and telemedicine services

• Wellbeing support, including free counseling and referral services

• Time away from work programs 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 support through tuition assistance, student loan assistance, certification support, dependent scholarships and a partnership with Galen College of Nursing

• Additional benefits for 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 (https://careers.hcahealthcare.com/pages/employee-benefits-and-rewards)

Note: Eligibility for benefits may vary by location.

Physician Services Group (https://careers.hcahealthcare.com/pages/physician-services) is skilled in physician employment, practice and urgent care operations. We are experts in hospitalist integration, and graduate medical education. We lead more than 1,300 physician practices and 170+ urgent care centers. We provide direction for over 260 exceptional resident and fellowship programs. We focus on carrying out value-added solutions. These solutions help physicians deliver patient-centered healthcare. We support HCA Healthcare's commitment to the care and improvement of human life.

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.

"The great hospitals will always put the patient and the patient's family first, and the really great institutions will provide care with warmth, compassion, and dignity for the individual."- 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.