Administrative Assistant - OKC

Job Title: Administrative Assistant - OKC
Work Location: Oklahoma City, Oklahoma (University Health)
Division/Department: Critical Care Transport / University Health Air and Ground Operations

The Administrative Assistant provides high-level administrative and coordination support for Pafford Medical Services’ Critical Care Transport program operating in partnership with University Health and University Health Children’s. This is an elevated support position responsible for serving as the administrative liaison between the Pafford critical care transport team and its University Health / University Health Children’s counterparts, keeping implementation and daily operations organized, on schedule, and fully coordinated. The Administrative Assistant manages calendars, correspondence, documentation, credentialing and onboarding tracking, and meeting logistics in support of the Director of Critical Care Transport and program leadership.

Essential Duties and Responsibilities

• Completes a broad variety of administrative tasks for the Director of Critical Care Transport and program leadership, including managing active calendars of appointments; scheduling and coordinating meetings; composing and preparing correspondence that is sometimes confidential; and arranging travel plans, itineraries, and agendas.
• Serves as the administrative liaison between the Pafford critical care transport team and University Health / University Health Children’s leadership, nursing, and support staff, ensuring timely, professional communication and follow-through.
• Coordinates and tracks implementation activities, task lists, and deliverables for the University Health critical care transport program, proactively flagging items at risk so that nothing falls through the cracks.
• Supports recruitment, onboarding, and credentialing logistics for new critical care transport personnel, including scheduling hiring events and orientation academy sessions and tracking required documentation and certifications in coordination with Human Resources.
• Maintains organized records, shared files, rosters, and program documentation; prepares reports, spreadsheets, and presentations as requested.
• Plans, coordinates, and helps protect the Director’s schedule; provides “gatekeeper” and “gateway” support with professionalism and discretion.
• Participates as an adjunct member of the program administrative team, assisting in scheduling and attending meetings as deemed necessary and capturing and distributing notes and action items.
• Edits and completes first drafts of written communications to internal and external stakeholders, including University Health partners.
• Follows up on contacts and action items on behalf of the Director and supports the cultivation of ongoing partner relationships.
• Handles additional responsibilities and tasks as needed, including coordinating meeting logistics, materials, and setup for implementation and partner sessions.
• May attend meetings and events within the community and with partners, including those that occur after hours and on weekends in support of program launch and operations.
• Maintains strict compliance with all Pafford Policies & Procedures.
• Maintains strict compliance with all rules and regulations set forth by state and federal programs.
• May perform other related duties or tasks as assigned.

Education and/or Work Experience Requirements

• High School Graduate or GED required; Associate or Bachelor’s Degree preferred.
• Two (2) or more years of administrative, executive-support, or program-coordination experience preferred; healthcare or EMS setting a plus.
• Strong written and verbal communication skills; ability to convey information in an empathetic and positive manner.
• Excellent computer proficiency (MS Office: Word, Excel, PowerPoint, Outlook); experience with scheduling and document-management tools preferred.
• Highly organized, with strong attention to detail and the ability to manage multiple priorities and deadlines.
• Ability to handle confidential information with discretion and professionalism.
• Must possess a valid Driver’s License with a clear driving record.
• Must maintain certification in cardiopulmonary resuscitation (CPR).
• Must be able to work under pressure and meet deadlines.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Must be able to act as a professional ambassador for Pafford Medical Services, interacting with clients, hospital partners, governmental agencies, and personnel.

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work may require sitting, lifting, stooping, bending, stretching, walking, standing, pushing, pulling, reaching, and other physical exertion.
• Must be able to talk, listen, and speak clearly on the telephone.
• Must possess visual acuity to prepare and analyze data, operate a computer terminal, operate a motor vehicle, and do extensive reading.
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NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills and physical demands required of personnel so classified.