About the job
This position is contingent upon award.
International Health and Medical Services is seeking a dedicated Administrative Assistant to enhance the smooth operation of healthcare services. This role entails managing a variety of administrative tasks, coordinating appointments, and ensuring seamless communication among healthcare professionals. The Administrative Assistant plays a crucial role in maintaining organized records, facilitating access to medical care, and supporting the comprehensive healthcare delivery process within the facility.
- Provide direct administrative support to the Health Services Administrator (HSA) and Assistant Health Services Administrator(s) (AHSA) to advance our mission.
- Uphold strict confidentiality of all records, including medical and personnel documents, Personally Identifiable Information (PII), and sensitive office matters.
- Compose and prepare diverse materials such as memoranda, meeting minutes, letters, briefing documents, and reports.
- Establish and manage office files and databases, including electronic spreadsheets for timesheets, leave requests, contract documents, and invoices.
- Review and maintain files to align with current operational needs, ensuring proper documentation is preserved.
- Organize and coordinate meetings, including booking conference rooms and notifying participants.
- Attend meetings and prepare detailed reports of the proceedings.
- Screen visitors and phone calls to the medical facility, directing inquiries to the appropriate staff members.
- Independently manage tasks and inquiries within the designated scope while seeking guidance as needed.
- Maintain the HSA/AHSA calendar, scheduling appointments and meetings as requested.
- Provide reminders to the HSA/AHSA regarding appointments and prepare briefing materials ahead of meetings.
- Manage incoming correspondence, determining which items require personal action and following up to ensure timely responses.
- Adhere to the Fair Information Practice Principles and Privacy Act in processing requests for information.
- Perform record-keeping functions in compliance with program policies.