Administrative Specialist (AS) - Crestview, FL

At North Okaloosa Medical Center, we believe in providing convenient care in a comfortable setting. With the help of more than 600 employees, 150 physicians on staff and more than $12 million of recent capital upgrades and renovations, we have created a caring place where clinical experience and advanced technology blend seamlessly with sincerity and compassion.

We pride ourselves on having a unique dedication to the community hospital experience. While we believe it's vital to stay up to date with technology, we will never lose sight of what's truly important – the human interaction that is crucial to providing quality care.

The goal is to anticipate the needs and exceed the expectations of patients and their families, ALWAYS. North Okaloosa Medical Center stands ready to meet the healthcare needs of the region. We are very proud of the services we provide and it is our goal to make you proud to choose North Okaloosa Medical Center.

In 2010, North Okaloosa Medical Center began construction on a $22 million expansion project, enlarging the flagship facility to a 150-bed hospital. The healthcare system also includes an outpatient care center and an ambulatory surgery center, as well as primary care clinics in Crestview.

We serve patients at all stages of life – from birth to senior care – and offer a wide variety of services, including:

• 24/7 emergency services
• Intensive and progressive care units
• Women's services (Birthing center, gynecology, gynecological surgery, digital mammography, breast MRI, stereotactic biopsy, bone density, ultrasound) 
• Cardiology and cardiopulmonary (Diagnostic heart catheterization, pacemakers, Holter monitoring, stress testing)
• Diagnostic peripheral vascular procedures
• Inpatient and outpatient surgical services (General, orthopedic, ENT, podiatry, urology, gynecology)
  Urology, gastroenterology, endoscopy
• Imaging services (16-slice CT scanner, MRI, nuclear medicine, ultrasound, bone density testing, digital mammography, diagnostic radiology, outpatient imaging services)
• Pulmonary services
• Sleep lab
• Inpatient and outpatient laboratory services
• Inpatient and outpatient rehabilitation (Cardiac, physical, occupational and speech therapy)

Job Summary

The Administrative Specialist is an entry-level position specifically designed as part of the hospital's administrative leadership track, offering comprehensive exposure to hospital operations and administration. Supporting the Hospital Chief Executive Officer (CEO), this role is critical in advancing organizational objectives while equipping the incumbent with the skills and experience needed to progress within the leadership track. The Administrative Specialist actively contributes to operational, financial, and public relations initiatives while fostering collaborative relationships with medical staff, community stakeholders, and internal teams.

Essential Functions

• Develops a comprehensive understanding of hospital operations, internal processes, and the hospital’s role within the broader community healthcare landscape.
• Represents the hospital at community events, fundraisers, and economic development initiatives, promoting the hospital’s mission and values.
• Assists with operational projects, ensuring timely completion and alignment with organizational objectives.
• Conducts financial analysis and prepares reports to support budgeting and strategic decision-making processes.
• Collaborates on public relations initiatives to enhance the hospital’s visibility, reputation, and community engagement.
• Builds and maintains effective relationships with medical staff to ensure alignment with hospital operations and strategic goals.
• Participates in leadership meetings and contributes to discussions on strategic planning and hospital initiatives.
• Completes additional administrative and project-based tasks as assigned by the CEO or other senior leaders.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Leadership Responsibilities

• Supervision and Staff Management
  • Provides leadership, mentorship and professional development opportunities for departmental staff.
  • Schedules employees to ensure effective use of resources. Consults with leadership on any potential staffing issues.
  • Conducts performance evaluations, sets goals and provides feedback to staff on their performance and development.
• Strategic Planning and Financial Oversight
  • Collaborates with hospital leadership to set the strategic direction for the department, including budgeting, resource allocation and long-term planning.
  • Monitors expenditures, ensuring cost-effective delivery of services.
  • Evaluates and implements new technologies to enhance operational efficiency.
  • Develops and implements departmental policies and procedures and protocols to optimize quality and overall efficiencies.
• Quality Assurance and Regulatory Compliance
  • Ensures compliance with all relevant regulatory bodies. May oversee the accreditation process with relevant agencies ensuring that services meet or exceed industry standards.
  • Participates in audits, inspections and accreditation processes as applicable.
  • Follows established quality control practices to ensure accuracy, consistency and safety.
• Collaboration and Communication
  • Works closely with leadership teams to coordinate and improve service delivery.
  • Stays up-to-date with industry advancements, new technologies, and regulatory changes.
• Staff Responsibilities
  • May work in a staff role, when required. Ensures that duties and responsibilities are fulfilled while meeting all competencies established for that job.

Qualifications

• Bachelor's Degree in relevant field required 
• Master's Degree in Business Administration, Health Administration, or related field required
• 2-3 years of hospital experience with progressive increase in responsibilities
• 2-3 years of previous leadership experience preferred

Knowledge, Skills and Abilities

• Strong leadership, organizational, and communication skills.
• Ability to collaborate with interdisciplinary teams and manage cross-functional relationships.
• Foster a positive work environment that promotes teamwork, professionalism, and continuous improvement.
• Communicate effectively with leadership, team members, and stakeholders.
• Ability to work effectively with others, delegate responsibilities, and independently manage tasks while meeting established deadlines.
• Problem-solving and critical thinking skills.
• In depth knowledge of industry best practices and regulatory compliance (if applicable).
• Strong organizational and time management skills.
• Proficiency with Google and Microsoft platforms, healthcare software systems, and data analysis tools.