Division Administrative Coordinator

Description

NOTE: This position will be based onsite at Daniel Island Division Office, Charleston, SC.

Introduction

Do you have the career opportunities as a Division Administrative Coordinator you want with your current employer? We have an exciting opportunity for you to join HCA Healthcare which is part of the nations leading provider of healthcare services, HCA Healthcare.

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 medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.

Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance and more.

Free counseling services and resources for emotional, physical and financial wellbeing

401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)

Employee Stock Purchase Plan with 10% off HCA Healthcare stock

Family support through fertility and family building benefits with Progyny and adoption assistance.

Referral services for child, elder and pet care, home and auto repair, event planning and more

Consumer discounts through Abenity and Consumer Discounts

Retirement readiness, rollover assistance services and preferred banking partnerships

Education assistance (tuition, student loan, certification support, dependent scholarships)

Colleague recognition program

Time Away From Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence)

Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.

Learn more about Employee Benefits (https://careers.hcahealthcare.com/pages/employee-benefits-and-rewards)

Note: Eligibility for benefits may vary by location.

Our teams are a committed, caring group of colleagues. Do you want to work as a(an) Division Administrative Coordinator where your passion for creating positive patient interactions is valued? If you are dedicated to caring for the well-being of others, this could be your next opportunity. We want your knowledge and expertise!

Job Summary and Qualifications

The Administrative Coordinator oversees all Administrative/Office duties for all levels of management and office coordination in support of the South Atlantic Division. Teamwork is essential.

Supervisor: Chief Information Officer

IT Division Support. Duties Include:

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 on boarding process and assist hiring manager with necessary actions with regards to 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 inquires, refers callers/visitors to appropriate individuals, etc.

Compiles/Oversees reports from data and existing records, and summarized 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

Develops/ Provides Oversight of the implementation of office procedures related to coordination of interoffice communication, records, supplies, etc.

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.

Must have excellent communication skills.

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

Assist with Clarity processes, run reports and follow up on status items.

Maintain strictest confidentiality is essential

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

Practices the ability to maintain/handle confidential information appropriately

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

Communicates successes, challenges, trends and lessons learned regarding Administrative Feedback

Promotes Policies and Procedures, must demonstrate knowledge and understanding of organizational policies, procedures and systems

Project Organization:

Managing the Administrative Book of Work, Managing Individual Projects

Assists in managing, monitoring & executing the Divisions Administrative portfolio of projects

Assists in supporting IT aspects of facility projects

Oversees and Monitors the Divisions Administrative Portfolio Knowledge, Skills, and Abilities Required:

Communication – must communicate clearly and concisely, both verbally and in writing

Must have the ability to maintain/handle confidential information appropriately

Customer Focused – must understand who the customer is and must establish and maintain long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations

Employee Focused – must understand the value of all of our employees and must work to establish and maintain solid relationships, building trust and respect with our employees

Interpersonal skills – must be able to work effectively with other employees, patients and external parties

PC skills – must demonstrate proficiency in Microsoft Office applications and other applications as required

Ability to work in a fast paced, high stress environment and poses a high degree of flexibility

Must be detail orientated

Ability to multi-task and work independently with minimal supervision

Excellent interpersonal and organizational skills

Policies & Procedures – must demonstrate knowledge and understanding of organizational policies, procedures and systems

Education & Experience:

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 is 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 tactfully deal with division and corporate personnel.

ITG (https://hcahealthcare.com/) transforms healthcare and gives people healthier tomorrows . We deliver information technology strategy, support, and solutions. ITG improve and enhance patient care and business operations. We deliver services at administrative locations, data centers, and hospitals. The facilities we support are located in 20 states and the United Kingdom. Our team works to move healthcare forward . We do this by seeking, embracing, developing, and delivering technology for patient care.

HCA Healthcare has been recognized as one of the Worlds 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

If you are looking for an opportunity that provides satisfaction and personal growth, we encourage you to apply for our Division Administrative Coordinator opening. We promptly review all applications. Highly qualified candidates will be contacted for interviews. Unlock the possibilities and apply today!

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