Administration Office Manager

Do you have the career opportunities as a(an) Mgr Office you want with your current employer? We have an exciting opportunity for you to join HCA Florida North Florida Hospital which is part of the nations leading provider of healthcare services, HCA Healthcare.

Performs a broad range of administrative duties for the President/CEO, COO, CMO and other members of the executive team. Relieves the executives of details and helps in the management of their daily activities and maintenance of calendars, interfacing with Board Members, Medical Staff, hospital leaders, patients, families, and team members. Coordinates wide variety of assignments in a timely and professional manner.

Maintains knowledge of internal policies and procedures. Acts as a liaison between Administrative team and community leaders, government representatives, patients and their families, and the general public. Maintains composure in stressful situations. Requires the exercise of discretion and independent judgment. Articulates and acts professionally as a representative of the President/CEO. Independently plans and executes assigned tasks and also work as part of a team.

Maintains confidentiality of information and demonstrates ethical behavior at all times. Participates in the interviewing, hiring and training of the Administrative Assistant staff within the department, and oversees the workflow of direct reports.

• Assists with overall functioning of the Administrative Suite to ensure appropriate business etiquette is maintained. Screen phone calls, correspondence and visitors using discretion and judgment to direct to appropriate individual.
• Assists others with responsibilities and adjusts work schedule to meet department needs, to include management of and workflow of other Administrative or Executive Assistants within the department.
• Facilitates the annual performance evaluation process with direct reports, which includes the other Executive/Administrative Assistants within the department.
• Attends and participates in department staff meetings.
• Compiles Kronos payroll reports. Compiles executive expense reports in CONCUR.
• Assumes responsibility for routine business activities acting as an "agent" for the CEO. Maintains executive calendars, arranges meetings, and makes travel arrangements.
• Provides administrative support for CEO, COO, CMO and other executive team members as needed.
• Responsible for correspondence, collecting of monies, and other arrangements as necessary for special occasions representing Administration.
• Maintain the facility Business Courtesy Log.
• Assists medical staff officers as requested.
• Coordinates arrangements for monthly and off-site meetings for leadership; as well as Board of Trustees monthly meetings and retreat.
• Process monthly American Express purchasing card reconciliations for CEO, COO, CMO and Assistant purchasing card, and other members of the executive team as requested.
• Maintains a high degree of proficiency with various computer applications.
• Completes projects and performs other duties as assigned. Demonstrates flexibility and organizational skills to include handling multiple projects at one time and effectively prioritizing workloads.
• Oversees accurate maintenance of the Conference Room(s) calendar, ensuring all rooms are reserved appropriately.
• Orders office supplies and maintains the inventory in an appropriate and cost conscious manner for the Administrative Suite.
• Performs other related functions as required.

• Notary Public
• High School Graduate or GED. Associate Degree or Bachelor Degree in Office Administration or equivalent experience is preferred.
• Ten (10) years of experience at a high-level executive assistant capacity, preferably in healthcare required.

HCA Florida North Florida Hospital, 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…