Administrative Assistant in Nashville, TN at HealthTrust

Date Posted: 2/5/2018

Job Snapshot

Job Description


HealthTrust(www.healthtrustpg.com)is committed to strengthening provider performance and clinical excellencethrough an aligned membership model and the delivery of total spend managementsolutions that leverage our operator experience, scale and innovation. Membersinclude approximately 1,600 acute care facilities and more than 26,000non-acute care sites.
 
Job Summary:
 
This position provides afull range of administrative and clerical support to assigned teams and/or teammembers within the department.
 
DUTIES INCLUDE BUT NOT LIMITED TO:

  • Perform awide variety of varied, complex, sensitive, highly responsible, andconfidential administrative, secretarial and advanced clerical functions insupport of assigned department employees.
  • Power Point presentation development.
  • Ensures adequacy ofFacility supplies and equipment.
  • Monitor stock levels offacility goods (paper towels, dishwashing detergent, etc.) and reorders asnecessary.
  • Receive, sort anddistribute incoming mail.
  • Receive andinteract with incoming visitors.
  • Coordinate with facilities maintenance vendors for IVL officespace.
  • Lead facility décor design updates andgeneral employee well-being influence of the space.
  • Cover thereception desk when required and as needed.
  • Provides backup support for other Assistants within thedepartment. Proactively schedules time away from the office with considerationfor backup support.
  • Maintain strong interpersonal relationships withemployees at all levels of the organization.
  • Attends theworkplace regularly, reports to work punctually and follows a work schedule tokeep up with the demands of the workplace.
  •  
  • Supports all departmental employeesin the following areas:
  • Maintains individual team member calendars ensuring thecalendars are up-to-date, contain the pertinent information and proactivelyresolves scheduling conflicts.
  • Coordinates schedules, prioritize functions andappointments, and makes certain that deadlines are met and other duties arecarried out seamlessly.
  • Prioritizes conflicting needs; handlesmatters expeditiously, proactively, and follows-through on projects tosuccessful completion, often with deadline pressures.
  • Schedule andorganize complex activities, such as meetings, travel, training sessions anddepartment activities.
  • Prepare itineraries, agendas, andregister staff as needed for meetings and conferences.
  • Process andsubmit expense reports for business expenditures.
  • Copy andassembly of agenda, handouts and presentations.
  • Maintaining email distribution lists.
  • Design andmaintain spreadsheets and databases specific to the department.
  • Compiles reportsfrom data and existing records.
  • Practice andadhere to the “Code of Conduct” philosophy and “Mission and Value Statement”.
  • Actively support team effortsduring special events and annual meetings.
  • Maintains strict confidentiality.
  • Keeps theteam informed and interacts with other departments as needed.
  • Maintains desk guidebook including contact information, profiles for department personnel,andfrequently requested company information.
  • Proofreads communication, documents, presentations, andother assigned tasks for spelling, grammar, layout, and uniformity, makingappropriate changes prior to distribution. Responsible for accuracy and clarityof final version.
  • Answer complex functional questions thatmay require additional research and follow-up.
  • Uses interpersonal skills andexercises sound judgment in a variety of situations including but not limitedto how duties and responsibilities are completed between co-workers, thesupervisory chain, members and suppliers.
  • Ensures operation ofoffice equipment, order maintenance when necessary. Troubleshoots malfunctionof office equipment.
  • Proactively anticipates theneeds of the team.
  • Accurately follows instructions and/or follows established departmentprotocols and procedures.
  • Assists other staff asrequested.
  • Performs other dutiesas assigned.


Job Requirements

  • Bachelor’s degree preferred
  • Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7 yearsof departmental support
  • Advanced knowledge in Microsoft Office (Outlook, Word, Excel,and Power Point) required
  • Intermediate knowledge of Visio preferredbut not required
  • Typing proficiency of at least 50-55 words per minute
 
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