Medical Admin Assistant

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Job description

Supporting the Most Exciting and Meaningful Missions in the World

Medical Admin Assistant

Basic Functions
The incumbent oversees, directs, and executes all administrative functions and responsibilities for the Medical Unit as assigned by the Direct Hire Foreign Service Medical Specialists (RMO, RMOP, and MP). The incumbent acts as a liaison and facilitator between the medical unit staff, officers from different sections of the Mission, family members, LE Staff, personnel from other agencies and regional posts, and medical, nursing and ancillary health services within the local community.

Duties include but are not limited to:
- Serves as the administrative assistant for the post medical unit; oversees scheduling of patient appointments; assists patients with arranging appointments with local consultants as needed; and organizes medical unit staff schedules. Works with medical staff to create the monthly Medical Duty on-call schedule.
- Prepares time and attendance (T&A) report bi-weekly and collects leave forms.
- Organizes, maintains, and secures medical records for direct hire employees and their dependents. Manages the medical records check-in and check-out process and provides patients with copies of their medical record(s) to carry to their next assignment.
- Schedules Health Unit orientation briefings for newcomers; assures that registration information for every individual covered by the Department of State (DOS) ICASS medical program is correct; copies insurance information and confirms access to medical unit services.
- Arranges appointments for imaging studies, laboratory tests and consultations with local specialists that are needed to complete medical clearance examinations.
- Submits completed medical clearance examinations to Medical Clearances and MED/MR.
- Arranges appointments for necessary pre-employment physical examinations, driver's certifications, and household staff of the Ambassador and DCM residences. Generates letters, cables and administrative reports related to hospitalization of individuals covered by the DOS ICASS Medical Program. Assists patients and medical staff with immediate translation of medical reports and medical bills; forwards translated medical reports to MED/MR to enter into patient's electronic medical record.
- Acts as liaison between host country medical system and post's medical staff by arranging meetings and facilitating communication with the RMO, RMO/P and MP. Arranges site visits for the medical staff and U.S. Advance Teams needing to review medical options for VIP visitors such as Secretary of State or POTUS. Assists with updating the medical unit's contact list of medical resources in MCI. This electronic record includes information on host country medical facilities and consultants and other types of medical facilities such as nearby military hospitals/clinics.
- Organizes representational functions for the medical staff (e.g., guest lists, invitations and gratuities).
- Manages Health Unit portion of Mission's website. Assists with revisions of the Post "Health and Medical Information Handbook" and submits these changes to MED to update on the SharePoint page.
- Organizes visits of regional personnel (e.g., RMM, RMO, RMO/P, MP) by arranging hotel, transportation, patient appointments and site visits to local medical facilities. Prepares the visitor's schedule. Inventories and orders office supplies.
- Forwards to M/MED/QA statistical reports and other requested data as required. Inputs information on the "Health Unit Daily Demographics and Disease Report" and submits to MED/Epidemiology as directed.
- Financial Assistance. Collects DOS employee hospital billing information and submits cables to M/MED/BUD to obtain fiscal data. Coordinates with other agencies for funding. Works closely with FMO on the handling of financial information regarding local hospitalizations and medical evacuations. Reviews bills for accuracy; makes inquiries to hospitals to define charges;
and forwards bills to FMO for payment. Interfaces with local hospitals and military installations to facilitate billing and payment. Estimates costs for employees and dependents for additional tests for medical clearance physical examinations; requests funding by SMART cable from MED/BUD. Coordinates with other agencies for funding. Requests fiscal data for examination of
new LE Staff employees, driver's certifications, and household staff of the Ambassador and DCM residences. Provides input into management of ICASS budget for the Medical Unit. Oversees all administrative/office expenses including postage and shipping services as well as the purchase of office supplies.
- Patient Assistance and Travel. Accompanies patients to hospitals/clinics to serve as interpreter, if needed. Advises patients on administrative procedures and payment processes after assisting with scheduling appointments for patients with local consultants or for diagnostic testing/procedures (e.g., mammograms, CT scans, x-rays, amniocenteses). Organizes influenza
vaccination clinics as necessary; assists nursing staff with the administrative processes of vaccination and other outreach health programs.
- Manages Travel Schedule for all Medical Unit staff. Requests fund sites from MED/EX for support of regional travel of all direct-hire American officers and LE Staff as needed (RMO, RMO-P, MP, RMLS, and RMM). Establishes and maintains E2 travel accounts for all staff. Liaises with Travel to obtain appropriate travel documents. Assists in setting up travel and lodging components as necessary. Assures necessary fund sites from MED/EX are in place. Provides accounting data to MED/EX for reconciliation of travel budgets. Submits and manages
all eCC information for staff. Assists in making travel arrangements for regional travel of RMO, RMO/P and MP including the arrangement of travel, lodging, and completion of E-2 travel logistics.

Qualifications
- Two years of general college or university studies is required.
- Minimum one (1) year of experience as an Office Manager or Administrative Assistant is required.
- English level III (Good working knowledge) Reading/Writing/Speaking is required.
- Knowledge of office management systems and procedures; knowledge of customer service principles and practices. Must understand basic accounting principles.
- Must be proficient in Microsoft (MS) Outlook to organize tasks, calendars, and contact databases; MS Office(Word, Excel, Access, PowerPoint) to organize and present information, and Internet Explorer.
- Requires ability to be resourceful and proactive in dealing with sensitive and confidential issues.
- Must be flexible, service-oriented, self-motivated and able to work within the existing Mission structure. Must have the ability to organize, multi-task, prioritize and work under pressure. Must possess strong customer service, verbal communication and listening skills.
- Must be able to deal diplomatically and effectively with all levels of contacts, both external and internal.

- Must be able to obtain a U.S. Government issued Top Secret security clearance.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran's status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

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