Administrative Assistant

Responsibilities

• Provide direct administrative support to the Health Services Administrator and Assistant Health Services Administrator(s).
• Maintain strict confidentiality of medical records, personnel records, Personally Identifiable Information, and other sensitive information in accordance with applicable privacy requirements and facility policy.
• Prepare, type, edit, and maintain memoranda, meeting minutes, letters, briefing materials, reports, logs, spreadsheets, and other administrative documents.
• Establish, maintain, secure, review, and organize office files, databases, and electronic records, including records requiring controlled access and retention.
• Maintain functional proficiency in the electronic health record system and complete assigned recordkeeping functions in accordance with program requirements.
• Support medical records operations as assigned, including performing Medical Records Technician duties when primary administrative responsibilities are complete.
• Schedule, maintain, and adjust calendars, appointments, and meetings for the Health Services Administrator and Assistant Health Services Administrator(s), including room coordination, participant notification, reminders, and rescheduling.
• Attend meetings as assigned and prepare records of proceedings, summaries, and follow-up action items.
• Receive, screen, route, and track incoming calls, visitors, correspondence, directives, and action documents; take action within assigned authority and elevate matters requiring leadership review.
• Follow up on correspondence, requests, and action items to help ensure required deadlines are met.
• Receive and process requests for information in accordance with the Privacy Act and Fair Information Practice Principles.
• Maintain office systems that may include timesheets, leave requests, contract-related documents, invoices, and other administrative tracking tools when assigned.
• Support scheduling and administrative coordination for patient appointments, including follow-up appointments, specialty consults, diagnostic services, and procedures, when assigned.
• Use sound judgment to accomplish tasks independently within scope and seek guidance when issues require clarification or escalation.
• Complete all initial, annual, and ad hoc training assigned for the position.
• Participate in safety, infection prevention and control, quality improvement, patient education, compliance, and other assigned programs or collateral duties relevant to the position.
• Attend and participate in general staff and medical staff meetings as assigned.
• Maintain awareness of applicable policies, procedures, directives, operational memoranda, accreditation requirements, and organizational compliance obligations.
• Serve as a team member in reviewing administrative workflows and identifying opportunities for process improvement.
• Complete required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.
• This list is non-exhaustive, and the role holder may be required to undertake additional duties that are not specifically listed above.
• Basic Requirements/Certifications:
• Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint.
• Verbal and written proficiency in Spanish is preferred.
• Education Required:
• Possess a high school diploma or equivalent.
• Required Knowledge, Skills, and Abilities:
• Strong oral and written communication skills in English.
• Excellent interpersonal skills and ability to maintain positive working relationships in a multidisciplinary environment.
• Critical thinking, integrity, honesty, cultural competency, and professional discretion.
• Ability to work in a multicultural and multilingual environment and use telephonic interpreter or translation services when needed.
• Ability to manage time effectively, prioritize tasks, and adapt to sudden schedule or work requirement changes.
• Ability to work effectively i

Benefits

Additional Information

This position is contingent on contract award. The Administrative Assistant provides direct administrative support to the Health Services Administrator and Assistant Health Services Administrator(s) to help maintain organized, secure, and timely healthcare operations within the facility. The role supports scheduling, records management, correspondence, meeting coordination, patient information handling, and day-to-day administrative processes required to support healthcare delivery, medical records management, training compliance, and continuity of services.

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Company Intel

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