Medical Administrative Assistant

MacMore; Washington (District of Columbia); On-site; USD 60,000 - 80,000; Full time

Job summary

MacMore is recruiting for a Medical Administrative Assistant to support the United States Secret Service Safety, Health & Environmental Programs Division on a pending contract award. The role involves on-site coordination in Washington, DC or Laurel, MD, handling documentation, scheduling, and communications with applicants and vendors.

Ideal candidates hold a Bachelor’s degree and have eight or more years of medical administrative experience, with strong MS Office skills (Word, PowerPoint,

Qualifications

• Bachelor’s degree and at least 8 years’ experience in the medical administrative field.
• Proficiency with Microsoft Office (Word, PowerPoint, Excel) for documentation and reporting.
• Ability to research, collect, and consolidate data for reports and presentations.
• Familiarity with standard processing procedures, formats, and distribution for correspondence and reports.

Responsibilities

• Provide administrative and program support, including documentation development and meeting coordination.
• Review emails with vendor to notify applicants of exam status.
• Compile and update Excel spreadsheets for exam scheduling and applicant tracking.
• Notify vendor if appointments need cancellation due to polygraph or background results.
• Communicate with applicants to address questions and concerns.

Skills

Administrative support

Data management

Communication

Report preparation

Education

Bachelor’s degree

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft 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.