Administrative Assistant

Job Description

**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 de‑escalation 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, no‑shows, and cancellations; perform outreach and reminder calls/messages to optimize access.
• Coordinate referrals and consults; track completion and follow‑up 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 release‑of‑information procedures.
• Support test result notification workflows (non‑clinical tasks), closed‑loop 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 trauma‑informed, 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:

• 1–3 years of administrative or medical office experience (front desk, scheduling, or records).
• Exceptional customer service with professionalism and empathy; strong verbal and written communication.
• Detail‑oriented organization and time management; dependable follow‑through on tasks and deadlines.
• Confidentiality, discretion, and accuracy in handling protected information and records.
• Problem‑solving 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 fast‑paced 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 applicant’s 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._