An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
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.
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 drug and background screen. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability or any other basis protected under federal, state or local laws.
