Administrative Assistant

This position is pending award

The Administrative Assistant supports day-to-day front office and administrative operations for a VA Community Based Outpatient Clinic ensuring timely access excellent Veteran experience accurate documentation and smooth clinic throughput. This position performs reception scheduling support records management purchasing and inventory tasks and general administrative duties while upholding privacy safety and regulatory standards. The role works closely with clinical and leadership teams within the Patient Aligned Care Team (PACT) model.

• Provide professional reception for Veterans families visitors and vendors; practice service recovery and deescalation as needed.
• Check-in and check-out patients; verify demographics insurance/eligibility as applicable and preferred contact methods; collect required forms and signatures.
• Communicate delays clinic updates and instructions; coordinate transportation assistance or escorts per policy.
• Assist with appointment scheduling rescheduling and recalls in alignment with clinic templates and access targets.
• Monitor waitlists noshows and cancellations; perform outreach and reminder calls/messages to optimize access.
• Coordinate referrals and consults; track completion and followup tasks with the care team.
• Scan/index documents to the Electronic Health Record (EHR); maintain accurate records and routing per policy.
• Process requests for information in compliance with HIPAA/Privacy and releaseofinformation procedures.
• Support test result notification workflows (nonclinical tasks) closedloop communication and document retrieval.
• Prepare correspondence reports meeting minutes and presentations; manage incoming/outgoing mail and faxes.
• Maintain office supplies and forms; submit work orders; coordinate vendor service for office equipment
• Support onboarding/offboarding checklists (badges accounts training trackers) and timekeeping documentation.
• Adhere to VA directives clinic policies and regulatory requirements (HIPAA/Privacy OSHA).
• Participate in Environment of Care rounds emergency drills and survey readiness activities; report safety concerns and near misses.
• Maintain confidentiality and safeguard sensitive information at all times.
• Provide traumainformed culturally competent service; assist Veterans with wayfinding and technology (e.g. kiosks portals).
• Gather feedback and assist with Service Recovery; support SHEP/CX action plans.
• Collaborate with PACT teams to ensure clear courteous and timely communication with Veterans.
• Enter and verify data accurately in approved systems (EHR scheduling registries and logs).
• Generate basic reports and dashboards on access encounters recalls and other metrics as assigned.
• Support audits and tracers by preparing documentation and logs.
• Completes required organizational compliance education including assigned requirements that are client-specified for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.

This list is non-exhaustive and the role holder may be required to undertake additional duties
that are not specifically listed above.

Qualifications :

Required Skills and Knowledge:

• 13 years of administrative or medical office experience (front desk scheduling or records).
• Exceptional customer service with professionalism and empathy; strong verbal and written communication.
• Detailoriented organization and time management; dependable followthrough on tasks and deadlines.
• Confidentiality discretion and accuracy in handling protected information and records.
• Problemsolving mindset with comfort using technology printers/scanners and basic reporting tools.

Education Required:

• High school diploma or GED required; associate degree or formal medical office training preferred.
• Proficiency with office software and ability to learn EHR/scheduling systems; accurate data entry and filing skills.
• Strong customer service communication and teamwork skills; ability to manage competing priorities in a fastpaced environment.

Experience Preferred:

• Experience in VA/DoD CBOC FQHC or large ambulatory practice setting.
• Knowledge of medical terminology HIPAA/Privacy and document scanning/indexing best practices.
• Bilingual skills and experience serving diverse Veteran populations.

Physical Requirements:

• Sitting standing walking climbing bending/stooping kneeling twisting.
• Visual acuity. Minimal hearing loss.
• Push/pull/carry minimum 25 lbs.

Other Special Qualifications:

• Obtain medical clearance and maintain current immunizations.
• Eligibility to work in federal healthcare settings; successful background check/public trust suitability.
• Completion of required trainings.

Additional Information :

Pay range is based on several factors and may vary in addition to a full range of medical financial and/or other benefits. Final salary and offer will be determined by the applicants background experience skills internal equity and alignment with geographical market data. 

Benefits Full-time positions are eligible for our comprehensive and competitive benefits package including medical dental vision and basic life insurance. Additional benefits include a 401k plan paid time off and an annual bonus. International SOS Government Medical Services Inc. complies with all federal state and local minimum wage laws. 

International SOS Government Medical Services Inc. is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race color religion gender sexual orientation gender identity national origin age disability genetic information marital status amnesty or status as a covered veteran in accordance with the applicable federal state and local laws. 

Remote Work :

No

Employment Type :

Full-time