Senior Administrative Specialist

Sound Physicians; Nashville (TN); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

PTO 15 days/year

Job summary

Sound Physicians is seeking a Senior Administrative Specialist for Emergency Medicine to support the executive team and key workstreams from a remote-first environment. You will manage calendars, travel, and expense reporting while coordinating site visits and delivering high-quality reports and presentations.

The role requires initiative, organization, and the ability to work across clinical and operational stakeholders in a fast-paced healthcare setting.

Qualifications

• 5 years of project management, administrative or coordination experience, preferably in healthcare.
• Experience supporting senior leaders, including calendar, travel, and expense reporting.
• Ability to coordinate multiple concurrent workstreams and maintain solid documentation.

Responsibilities

• Provide virtual comprehensive administrative support to the CEO, Divisional CMO(s), and SVPs.
• Lead project management for SPS and Emergency Medicine site visit initiatives.
• Develop and finalize project reports and presentations for site visit reviews.
• Coordinate tracking systems for new service line growth initiatives.
• Coordinate education and onboarding activities for Emergency Medicine programs.
• Maintain compliance and regulatory training records and timeliness.

Skills

Project coordination

Calendar management

Travel coordination

Expense reporting

Cross-functional collaboration

Tools

Microsoft Office

Virtual meeting tools

Job description

• Pay or shift range: $60,000 USD to $90,000 USD The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

Founded in 2001 and headquartered in Nashville, TN, Sound Physicians is a nationally respected, physician-led medical group practicing in 400+ hospitals across 45 states. Our team of 4,000+ clinicians and 1,000+ business professionals across the country is united by one mission: to build exceptional clinical partnerships that unlock quality, affordable, dignified care for everyone – no matter who they are or where they live. With physician-led clinical teams and more than two decades of operational expertise, we’ve refined what it takes to consistently deliver exceptional care in hospital medicine, emergency medicine, critical care, anesthesia, and telemedicine.

• A remote-first culture that values flexibility and collaboration
• Opportunities to grow your career while making a real impact
• A team that champions inclusivity, innovation, and excellence

Whether working virtually or onsite at one of our practices, you’ll be part of a purpose-driven organization shaping the future of healthcare.

Sound Physicians offers a competitive benefits package inclusive of the items below, and more:

• Medical insurance, Dental insurance, and Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year

About the Role

The Senior Administrative Specialist for Emergency Medicine plays a vital role in supporting the Emergency Medicine executive team. This position serves as a crucial point of coordination across multiple high priority workstreams: Executive leadership CEO, Divisional CMOs, SVPs calendar management, travel, expense, meeting, and presentation support. Performs project management through coordination of site visits, deliverables, tracking workstreams, reports/presentations, cross-functional follow-through. Leads operational coordination through onboarding, compliance tracking, growth initiatives, education, and communications. The ideal candidate is an initiative-taker, highly organized, initiative-taking minded and professional who thrives in a fast-paced healthcare environment and takes pride in enabling clinical and operational leaders to perform at their best.

Candidates located in the Central Time Zone or willing to work primarily within Central Time Zone business hours are preferred.

Essential Duties and Responsibilities

• Providing virtual comprehensive administrative support to our CEO, Divisional CMO(s), SVPs, including calendar management, travel coordination, and expense reporting.
• Leading project management activities for SPS and Emergency Medicine Site Visit initiatives.
• Supporting the development, writing, and finalization of project reports and presentations, including final deliverables for site visit reviews.
• Coordinating and maintaining tracking systems for new service line growth initiatives, ensuring data is current and accessible to key stakeholders.
• Coordinating education and training activities across the Emergency Medicine service line in collaboration with core services.
• Serving as the designated point person for NCO (New Clinician Onboarding) and Medical Director Onboarding programs specific to Emergency Medicine
• Maintaining and tracking EM-required compliance and regulatory training, ensuring timely completion across the team.
• Supporting service line team communications, including recording monthly huddles, and collaborating on newsletter content.
• Preparing and distributing materials supporting Center for Clinical Excellence for Emergency Medicine and managing Project Broadcast announcements.
• Proactively aligns Executive team and owns service line deck and presentation management: ensuring materials are accurate, current, and presentation ready.

What we are looking for:

A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:

Values

• Intellectually curious: Demonstrates a genuine interest in learning new things and wants to understand the reason behind the way things are done. Bring innovative ideas to the team to improve service line efficiency and effectiveness.
• Resourceful: Initiative-taking willingness to utilize available information and tools to figure things out independently.
• Work Ethic: Initiative-taker dedication to getting the job done well and on time, regardless of circumstances.
• Trustworthy: Demonstrates a high degree of integrity; keeps confidence and follows through on commitments.
• Resolute: Dependable and consistent in thoughts, actions, and outcomes.
• Enthusiastic: Demonstrates genuine enthusiasm for the work and gets others excited about the projects and initiatives they are involved in.

Knowledge, Skills, and Abilities

• Understanding of healthcare operations and administrative support functions in a clinical or physician group setting.
• Working knowledge of project management principles and the ability to manage multiple concurrent workstreams.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting and communication platforms.
• Demonstrated experience supporting senior leaders, including calendar management, travel coordination, and expense reporting.
• Experience coordinating compliance or regulatory tracking programs and onboarding processes in a healthcare setting.
• Excellent written and verbal communication skills, including experience drafting and editing professional documents, reports, and presentations.
• Demonstrated ability to work effectively in a matrixed organization, collaborating across cross-functional teams including clinical, operational, and administrative stakeholders.
• Strong people skills to manage sensitive situations and confidential information with poise, tact, and diplomacy.
• The work environment is independent, self-starting, and virtual.

Education and Experience

• 5 years of project management, administrative or coordinator experience, preferably in a healthcare or clinical operations environment.
• Previous virtual work experience is preferred

Salary Range

• $60,000-$90,000 annually. Exact pay will be determined based on candidate experience, and geographical location

Sound Physicians is an Equal Employment Opportunity (EEO) employer and is committed to diversity, equity, and inclusion at the bedside and in our workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.

This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.

#SoundBC

Equal Opportunity Employer
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