Administrative Assistant-Medical
GENERAL DESCRIPTION
The Office Assistant provides administrative and logistical support to the Air Ambulance Division (AAD) by assisting leadership and staff with a wide range of assigned tasks.
DUTIES AND RESPONSIBILITIES
• Reviews, processes, and securely transmits patient medical records to clients, in compliance with HIPAA.
• Receives and logs incoming medical supplies/equipment; conducts routine inventory cycle counting.
• Assists the AAD Educator & Quality Coordinator with tracking credentials and licensure for all medical staff.
o Performs monthly audits of required employee credentials, prepares monthly compliance reports.
o Sends renewal reminders to staff, notifies AAD leadership if staff has expiring/lapsed credentials.
• Attends and prepares meeting minutes for AAD Staff Meetings, Quarterly Quality Management Meetings, and other meetings as assigned.
• Assists the AAD Director with maintaining the Flight Log and compiling operational data for reports.
• Responds to incoming inquiries by phone and email, performs routine clerical duties.
• Performs data entry and organizes data for accreditation reports (e.g., CAMTS/NAAMTA).
• Assists AAD leadership with updating and maintaining department Policies, Procedures, and Guidelines.
• Maintains the AAD department calendar, coordinates meeting scheduling, and reserves meeting venues.
• Assists AAD leadership with departmental/interdepartmental training coordination and announcements.
• Assists the AAD Director with preparing and submitting supply orders.
• Operates a company vehicle to complete assigned off-site tasks, deliveries, pickups, and other departmental support activities.
• Assists new employees during the onboarding process with:
o Coordination of new employee vaccination appointments
o Coordination with other departments to facilitate scheduling and completion of all onboarding tasks
• Assists in identifying workflow improvements to enhance departmental efficiency and organization.
• Assists other department team members as needed.
• Maintains professional, positive working relationships with AAD leadership and flight crewmembers.
• Other duties as assigned.
SKILLS, COMPETENCIES, EDUCATION, CERTIFICATION, AND/OR LICENSURE REQUIREMENTS
• High School Diploma or equivalent. Degree preferred.
• Minimum of four (4) years of administrative support experience is required.
• Prior medical and/or aviation experience is strongly preferred.
• Must possess and maintain a valid, unrestricted U.S. Driver’s License.
• Advanced proficiency in Microsoft Office Suite and Adobe Acrobat is required. Must be able to quickly learn and effectively utilize specialized software applications.
• Must be able to obtain and maintain a federal security clearance as a condition of employment.
• Exceptional attention to detail and accuracy is required.
• Highly organized and able to manage multiple priorities.
• Excellent written and verbal communication skills and knowledge of proper English usage, grammar, vocabulary, and spelling.
• Must be proactive, self-motivated, and able to work well with limited supervision.
• Demonstrated ability to handle confidential and sensitive information (e.g., HIPAA, CUI) with discretion.
• Ability to work well with others at all levels of the organization.
• Strong critical thinking and problem-solving skills.
PHYSICAL DEMANDS
• Talk and/or hear throughout the day.
• Sitting is required regularly throughout the day.
• Standing, walking, bending, kneeling, stooping, and/or crouching as needed.
• Use fingers and hands to handle or feel; reach with hands and arms as needed.
• Lift and/or move up to 25 pounds frequently.
• Vision abilities required include close vision, distance vision, color vision, depth perception, and ability to adjust focus throughout the day.
Must be able to pass a drug and background screen.
