Senior Admin Assistant

HCA Healthcare; Brentwood (TN); On-site; USD 42,000 - 63,000; Full time

Benefits offered by this job

Comprehensive benefits

401(k) Plan with 100% match on 3% to 9

Tuition assistance

Employee Stock Purchase Plan

Paid time off

Job summary

HCA Healthcare is seeking a Senior Admin Assistant to support the CAO of Anesthesia and two Directors of Operations. The role involves scheduling, meeting planning, and serving as the primary contact for department guests and vendors.

You will coordinate invoices, maintain vendor files, prepare monthly Kronos time reports, and support communications with leaders and clients while managing office operations and travel arrangements.

Qualifications

• Provide administrative support to the assigned department, primarily supporting the CAO of Anesthesia and 2 Directors 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.
• Serve as primary contact for office deliveries/mail, office supplies, maintenance issues, equipment requests, new hire set up, etc.

Responsibilities

• 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.
• 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, phone numbers, etc.
• Provide general administrative support, including creating labels for packages/letters, answer phones, and drafting correspondence.

Skills

Calendar management

Meeting coordination

Vendor coordination

Invoices & approvals

Timekeeping (Kronos)

Document filing

Office operations

Education

High School Graduate/Equivalent

College Graduate preferred

Tools

Kronos

Job description

Location: 2000 Health Park Drive, Brentwood, TN

Do you want to join an organization that invests in you as a(an) Senior Admin Assistant? At HCA Healthcare, you come first. HCA Healthcare has committed up to $300 million in programs to support our incredible team members over the course of three years.

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 are HCA Healthcare’s graduate medical education leader. 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.

\"Good people beget good people.\"- Dr. Thomas Frist, Sr.

HCA Healthcare Co-Founder

We are a family 270,000 dedicated professionals! Our Talent Acquisition team is reviewing applications for our Senior Admin Assistant opening. Qualified candidates will be contacted for interviews.

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.