Administrative Assistant-Medical

The Medical Administrative Assistant provides comprehensive administrative and coordination support to the Medical and Health Management team. This role is responsible for ensuring the accuracy and completeness of new hire medical documentation, facilitating the review of Essential Job Functions (EJFs), and supporting departmental operations. The position requires a high degree of organization, attention to detail, and strict adherence to confidentiality and compliance standard.

Key Responsibilities

• Review new hire medical questionnaires and intake forms to ensure accuracy, completeness, and compliance with established guidelines.
• Identify incomplete or missing information and follow up with employees or Human Resources as appropriate.
• Assist in preparation, organization, and maintenance of Essential Job Function (EJF) documentation.
• Schedule and coordinate meetings with internal teams, management, and external partners to support EJF review process.
• Maintain confidential employee health records in compliance with HIPAA regulations and company policies.
• Prepare routine and ad hoc correspondence, reports, and documentation as needed in support of departmental activities.
• Serve as a point of contact for administrative inquiries and provide support to ensure workflow efficiency and compliance.
• Perform additional duties and responsibilities as assigned in support of departmental and organizational objectives.

Qualifications

• High school diploma or equivalent required; associate degree in a related field preferred.
• Minimum 2 years of experience in administrative, healthcare, or Human Resources environment required
• Strong communication skills required.
• Ideal candidate will have some experience in the medical industry (pre-employment screening is preferred).
• Strong organizational, time management, and multitasking skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information appropriately
• Proficiency in Microsoft Office and scheduling tools.

Core Competencies

• Attention to detail and accuracy
• Strong organizational and coordination skills
• Professional and effective written and verbal communication
• commitment to confidentiality, integrity, and ethical standards
• Ability to manage competing priorities in a fast-paced environment
•  Demonstrates initiative, accountability, and the ability to work both independently and collaboratively
• Effective time management and prioritization skills with minimal supervision and work direction.
• Ability to build and maintain professional working relationships across diverse teams