Administrative Assistant

Currently recruiting an Administrative Assistant in Tacoma, WA to coordinate complex clinical operations at a facility that houses individuals detained by Immigration and Customs Enforcement.

The AA by nature of their role is exposed to sensitive and private information and as such is required to maintain strict confidentiality of all records, including medical and personnel records, Personally Identifiable Information (PII), personnel issues, and other sensitive office matters.

The AA is responsible for duties and responsibilities that are commonly associated with an Administrative Assistant role in the healthcare industry (for example : drafting official documents, creating and maintaining various files and schedules).

DUTIES OF THE ADMINISTRATIVE ASSISTANT :

• Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
• Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.

Reviews files to meet current needs and periodically reviews materials for disposition.

Maintains confidentiality of all records, including;medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters.

Keeps all file systems containing PII secured per IHSC and ICE policy.

• Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.
• Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
• Independently accomplishes tasks and questions within their scope. Seeks guidance when appropriate.
• Maintains HSA / AHSA calendar and schedules appointments and meetings as directed. Reminds HSA / AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings.

On own initiative, reschedules appointments when it becomes apparent that the HSA / AHSA will not be able to meet previous engagements.

Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action.

When necessary uses initiative to obtain clarification or instructions from originating offices.

• Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
• Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.
• Performs record keeping functions in accordance with program policies and position.
• Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.
• Performs the duties of Medical Records Technician as time allows when primary role is complete
• Completes all initial, annual and ad hoc training as required / assigned.
• Serves as a team member for analyzing established protocol practices and identifying areas for improvement.
• Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.
• Adheres to and participates in : IHSC s Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
• Attends and participates in general / medical staff meetings
• Adheres to and maintains awareness of;IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by ICE / IHSC.

REQUIRED EDUCATION AND EXPERIENCE :

• Associates Degree preferred;however a High School Diploma is minimally acceptable criteria.
• Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word, Excel, Outlook and SharePoint.
• Minimum of one-year experience preferably in a healthcare setting as an Administrative Assistant, where the processing of electronic medical / health records and scheduling of medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures was part of the daily responsibilities.

REQUIRED LICENSURE / CERTIFICATION :

• This position does not require privileging by IHSC.
• Maintains Heartsaver CPR AED certification through the American Heart Association . Must include hands on training and practice with an instructor and a mannequin.

ABOUT THE ARORA GROUP

The Arora Group is an award-winning, Joint Commission-certified nationwide healthcare services company that, for over 25 years, has provided medical care to federal agencies.

Our mission is to provide world-class care and give our over 500 healthcare professionals opportunities to improve their skills, learn from the best, and serve the needs of our nation.

EOE AA M / F / Vet / Disability