Administrative Assistant

Position Summary

The Administrative Assistant / Medical Office Coordinator provides comprehensive administrative support, maintains medical and operational records, and serves as a key communication link within the healthcare unit. This role ensures efficient office operations, accurate documentation, and professional coordination among healthcare staff, administration, and correctional personnel while maintaining strict confidentiality and compliance with facility policies.

Required Qualifications

Education & Experience

• High school diploma or equivalent required
• Ability to type a minimum of 60 words per minute
• Familiarity with dictation, transcription, and copying equipment
• Ability to successfully pass all required background and security screenings

Essential Duties and Responsibilities

Correspondence & Office Administration

• Process incoming and outgoing correspondence in a timely and organized manner
• Receive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriate
• Prepare letters, memoranda, reports, and other written materials as directed
• Distribute meeting minutes and action item lists to committees and staff

Reporting & Documentation

• Accurately compile, prepare, and maintain clinical, operational, and administrative reports
• Prepare payroll documentation for exempt, non-exempt, and contracted employees as required
• Record, transcribe, and distribute minutes for committee and departmental meetings
• Compile projects and reports submitted by healthcare staff at the direction of the Administrator
• Organize, classify, and file all office documents using a consistent and retrievable filing system

Scheduling & Coordination

• Coordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlines
• Notify all required attendees of scheduled events in a timely manner
• Schedule contracted physician hours as requested by the Medical Director
• Maintain and update departmental calendars to reflect current and upcoming activities

Communication & Interpersonal Effectiveness

• Communicate clearly, professionally, and respectfully with all staff
• Maintain confidentiality in all written and verbal communications
• Facilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructions
• Interact positively and cooperatively with correctional staff and facility personnel

Professional Development & Organizational Support

• Participate in required in-service training and continuing education
• Maintain and enhance administrative and technical skills to support healthcare unit operations
• Support organizational and departmental change initiatives
• Demonstrate flexibility by accepting additional assignments and duties as needed to support unit goals

Compliance & Policy Adherence

• Adhere to all personnel, attendance, security, and PREA policies
• Report to work as scheduled and maintain dependable attendance
• Follow all facility and organizational procedures to support safe and effective operations

Core Competencies

• Professionalism and discretion
• Strong organizational and time-management skills
• Attention to detail and accuracy
• Effective communication and collaboration
• Adaptability in a secure healthcare environment

Organizational Expectations

• Provides a positive and professional representation of CFG Health Systems, LLC.
• Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and prevention
• Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice
• Adheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulations
• Participate in ongoing quality improvement activities
• Completes required orientation as directed by the facility
• Follows facility and OSHA safety rules and procedures while on assignment
• Follows facility and CFG Health Systems Occurrence Protocol
• Upholds HIPAA and PREA regulations
• Punctual and dependable for assigned/confirmed shifts
• Maintains security clearance for the assigned facility

Physical Demands   

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions. 

• May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time.  
• Ability to communicate and understand written and verbal communication.  
• The employee must be able to lift and/or move up to 50 pounds.