Medical Administrative Assistant

MacMore LLC.; Washington (District of Columbia); On-site; USD 60,000 - 85,000; Full time

Job summary

MacMore is seeking a Medical Administrative Assistant for a pending contract award with the United States Secret Service Safety, Health & Environmental Programs Division. Location: Washington, DC or Laurel, MD. The role focuses on administrative support, documentation, and exam-tracking processes.

Qualified candidates will have a Bachelor’s degree and at least 8 years’ medical administrative experience, plus strong MS Office skills for reporting and documentation management.

Qualifications

• Bachelor’s degree and a minimum of 8 years’ experience in medical administrative field.
• Proficiency with Word, PowerPoint and Excel; general document processing and management.
• Ability to research, collect and consolidate data for reports.
• Knowledge of standard processing procedures, formats, and distribution for correspondence, presentations and reports.

Responsibilities

• Provide comprehensive administrative and program support, including documentation development, task tracking, meeting coordination, and communications support to ensure efficient day-to-day operations.
• Review emails daily with vendor to provide notification of applicant’s exam status.
• Compile & update Excel spreadsheets with scheduled applicant medical exams, follow-up exams, no-shows, medically qualified, disqualified & applicants who failed either polygraph exam or background.
• Provide notification to the vendor when applicants failed polygraph or background, and medical exam appointments needed to be cancelled.
• Communicate with applicants addressing questions/concerns.
• Monitor deferred applicants on an Excel spreadsheet, contact deferred applicants via email, and record dates of applicant’s follow-up appointment.
• Retrieve requested or missing documentation via email and create & organize applicant exam & files.
• Distribute Medical Review Board (MRB) referral and appointment confirmation to employees’ supervisors, and request employees position descriptions for review.
• Prepare employee summary.
• Circulate pertinent medical records to Legal for review and redaction.
• Create and organize Medical Review Board (MRB) case folders.
• Deliver Medical Review Board (MRB) folders to each board member prior to the meeting.
• Manage Medical Review Board spreadsheet.
• Provide Medical Review Board decisions to senior management for approval.

Skills

Microsoft Office Suite

Data collection & consolidation

Communication skills

Documentation & reporting

Education

Bachelor’s degree

Tools

Microsoft Word

PowerPoint

Excel

Job description

MacMore is seeking to fill a Medical Administrative Assistant position for a pending contract award with the United States Secret Service Safety, Health & Environmental Programs Division.

Location: Washington, DC or Laurel, MD

Key Responsibilities:

• Provide comprehensive administrative and program support, including documentation development, task tracking, meeting coordination, and communications support to ensure efficient day-to-day operations.
• Review emails daily with vendor to provide notification of applicant’s exam status.
• Compile & update Excel spreadsheets with scheduled applicant medical exams, follow-up exams, no-shows, medically qualified, disqualified & applicants who failed either polygraph exam or background.
• Provide notification to the vendor when applicants failed polygraph or background, and medical exam appointments needed to be cancelled.
• Communicate with applicants addressing questions/concerns.
• Monitor deferred applicants on an Excel spreadsheet, contact deferred applicants via email, and record dates of applicant’s follow-up appointment.
• Retrieve requested or missing documentation via email and create & organize applicant exam & files.
• Distribute Medical Review Board (MRB) referral and appointment confirmation to employees’ supervisors, and request employees position descriptions for review.
• Prepare employee summary.
• Circulate pertinent medical records to Legal for review and redaction.
• Create and organize Medical Review Board (MRB) case folders.
• Deliver Medical Review Board (MRB) folders to each board member prior to the meeting.
• Manage Medical Review Board spreadsheet.
• Provide Medical Review Board decisions to senior management for approval.

Qualifications:

• Bachelor’s degree; possess a minimum of 8 years’ experience working in the medical administrative field.
• Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, and distribution for correspondence, presentations and reports produced.