Medical Staff Office Coordinator (Onsite)

Job Title: Administrative Assistant – Case Management

Reports To: Vice President Case Management or Assistant Vice President Finance – Case Management
Supervises: N/A
Location: [Insert Location]
Industry Experience Preferred: HCA, Parallon, or LifePoint Health

Position Summary:

Provide comprehensive administrative support to the Vice President and Assistant Vice Presidents of Case Management. Responsible for calendar and travel management, expense reporting, meeting coordination, and general office administration. Acts as a key liaison within the department and supports performance improvement initiatives as needed.

Key Responsibilities:

• Provide executive-level calendar management using Microsoft Outlook

• Coordinate domestic travel arrangements and process expenses via Concur

• Plan and organize meetings (including logistics, travel, food, and virtual conferencing)

• Maintain office supplies and manage general administrative needs

• Answer phones, greet visitors, and facilitate internal and external communication

• Consolidate status reports and prepare department documentation

• Maintain confidential records and sensitive information

• Support department communication via email, phone, and intranet

• Assist in cross-functional projects and serve as backup to Performance Improvement Admin Assistants

• Adhere to the HCA Code of Conduct and Mission and Value Statement

• Perform other duties as assigned

Required Qualifications:

• Education:

  • High School Diploma required

  • Associate's or Bachelor's degree in Business Administration preferred

• Experience:

  • Minimum of 5 years of administrative experience, preferably at the executive level

  • Experience supporting multiple executives (3–4 Vice Presidents)

  • Familiarity with healthcare systems such as HCA, Parallon, or LifePoint is a plus

• Technical Skills:

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

  • Experience with Microsoft Project and Access is a plus

  • Proficient in Concur for travel and expense management

• Core Competencies:

  • Strong organizational and multitasking skills

  • Excellent verbal and written communication

  • High attention to detail and accuracy

  • Ability to maintain confidentiality and professionalism

  • Strong customer service and interpersonal skills

  • Ability to work independently in a fast-paced environment