Admin Coordinator

About the role

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

Responsibilities

• 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 onboarding process and assists hiring manager with necessary actions regarding 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 inquiries, refers callers/visitors to appropriate individuals, etc.
• Compiles/Oversees reports from data and existing records, and summarizes 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.
• 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.
• 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.
• 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.
• 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.

Qualifications

• High school diploma or GED required.
• Associate’s degree in business administration or completion of secretarial program preferred.
• Five to seven years of administrative experience 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.

Skills

• Communication – must communicate clearly and concisely, both verbally and in writing.
• Ability to maintain/handle confidential information appropriately.
• Customer Focused – must understand who the customer is