Medical Administrative Support Specialist

Everforth ECS seeks a Marine Medicine Program Support Specialist to work in our Norfolk, VA office.

The Program Support Specialist reports to the Chief of Marine Medicine and is responsible for a wide variety of clerical duties, maintenance of medical records, coordination of medical exams, and other duties as assigned.

Clerical
Performs clerical duties for the Marine Medicine office and some travel related clerical duties for the Marine Medicine staff including:
● Receives and directs telephone calls, incoming correspondence, and office visitors.
● Assists with scheduling appointments or meetings for the Marine Medicine Chief.
● Prepares travel orders, makes travel arrangements, and processes travel vouchers for medical and marine engineering personnel.
● Uses Google and Microsoft Office programs to accomplish job assignments.
● Prepares reports, briefings, graphs and templates.
● Assists in gathering and organizing data for the Chief Marine Medicine to use when reporting to leadership

Medical Records
Maintains employment medical records for mariners and NOAA Health Services Questionnaires submitted by scientists and contractors seeking medical clearance to sail aboard OMAO ships in accordance with NOAA's Fleet Medical Policy Manual.
These duties include:
● Assembles and maintains employee medical records.
● Conducts searches of medical records.
● Distributes copies of medical records as directed by medical personnel.

● Prepares and submits medical records to archives.
● Protects Sensitive Personal and Health Identifiable Information from unauthorized release, alteration, loss and deletion. Complies with security and privacy policies regarding access to electronic and paper medical records.

Medical exams
Performs medical duties related to operation of an occupational health clinic for NOAA, including:
● Schedules and coordinates mariner occupational readiness screenings, annual and new hire medical exams through the clinic providers or the occupational health contractors.
● Informs mariners when annual exams are required and coordinate availability for exams.
● Processes incoming NOAA health services questionnaires and submit cleared questionnaires to ships.

Miscellaneous duties
Performs miscellaneous duties required by NOAA to maintain a safe, secure, and culturally aware work environment
● Collaborates with primary Program Support Specialists to ensure fleet readiness and medical operations are consistent and maintained during duty hours and at times when the other is out of office on leave.
● Maintains a safe work environment by removing known hazards and identifying potential hazards to supervisors.
● Adheres to all policies and procedures regarding office, building, and computer security.
● Adheres to all policies designed to ensure a culturally aware workplace and inform supervisors when policies are not followed.

Hourly range: $20.00 – $30.00

General Description of Benefits

• Minimum 2 years of experience in administrative support
• Excellent written and verbal communication skills
• Excellent organizational skills with both electronic and hard copy files
• Familiarity with Microsoft Office and Google software tools