Administrative Assistant, MAT Program

About the Role

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.

Key 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.
• 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.
• Record, transcribe, and distribute minutes for committee and departmental meetings.
• Compile projects and reports submitted by healthcare staff as directed by 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.
• 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.
• Support organizational and departmental change initiatives.
• Demonstrate flexibility by accepting additional assignments and duties as needed.
• 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.
• Uphold HIPAA and PREA regulations.

Requirements & Tech Stack

• 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.

Qualifications

• Professionalism and discretion.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Effective communication and collaboration.
• Adaptability in a secure healthcare environment.
• Ability to communicate and understand written and verbal communication.
• Ability to lift and/or move up to 50 pounds.