Administrative Assistant

Company Description IHMS USA, Inc. provides medical services to some of the world's most vulnerable populations, including individuals and families who are migrating, displaced, or affected by conflict, disaster, or disease. For more than 20 years, IHMS has delivered compassionate, high-quality healthcare services across the Pacific, Europe, the Middle East, Africa, and the Americas. Headquartered in Houston, Texas, IHMS USA focuses on supporting communities across the Western Hemisphere while drawing on the global experience and best practices developed by IHMS teamsaround the world. Our work is driven by a commitment to delivering safe, effective, and patient-centered care in complex environments. To support this mission, IHMS has developed accredited and compliant management systems that help ensure quality care while tracking and coordinating every aspect of patient health services. These systems promote transparency, strengthen safeguarding practices, and provide near real-time visibility into clinical operations. We understand that many of the individuals we serve are navigating difficult and uncertain circumstances. That's why our care model includes access to comprehensive behavioral health services when needed, ensuring patients receive both medical and emotional support. For healthcare professionals, working with IHMS means being part of a mission-driven team dedicated to making a meaningful impact. Our teams operate around the world and stand ready to provide compassionate care wherever it is needed most. For more information, please visit: Job Description This position is contingent on contract award. The Administrative Assistant provides direct administrative support to the Health Services Administrator and Assistant Health Services Administrator(s) to help maintain organized, secure, and timely healthcare operations within the facility. The role supports scheduling, records management, correspondence, meeting coordination, patient information handling, and day-to-day administrative processes required to support healthcare delivery, medical records management, training compliance, and continuity of services. Key Responsibilities: Provide direct administrative support to the Health Services Administrator and Assistant Health Services Administrator(s). Maintain strict confidentiality of medical records, personnel records, Personally Identifiable Information, and other sensitive information in accordance with applicable privacy requirements and facility policy. Prepare, type, edit, and maintain memoranda, meeting minutes, letters, briefing materials, reports, logs, spreadsheets, and other administrative documents. Establish, maintain, secure, review, and organize office files, databases, and electronic records, including records requiring controlled access and retention. Maintain functional proficiency in the electronic health record system and complete assigned recordkeeping functions in accordance with program requirements. Support medical records operations as assigned, including performing Medical Records Technician duties when primary administrative responsibilities are complete. Schedule, maintain, and adjust calendars, appointments, and meetings for the Health Services Administrator and Assistant Health Services Administrator(s), including room coordination, participant notification, reminders, and rescheduling. Attend meetings as assigned and prepare records of proceedings, summaries, and follow-up action items. Receive, screen, route, and track incoming calls, visitors, correspondence, directives, and action documents; take action within assigned authority and elevate matters requiring leadership review. Follow up on correspondence, requests, and action items to help ensure required deadlines are met. Receive and process requests for information in accordance with the Privacy Act and Fair Information Practice Principles. Maintain office systems that may include timesheets, leave requests, contract-related documents, invoices, and other administrative tracking tools when assigned. Support scheduling and administrative coordination for patient appointments, including follow-up appointments, specialty consults, diagnostic services, and procedures, when assigned. Use sound judgment to accomplish tasks independently within scope and seek guidance when issues require clarification or escalation. Complete all initial, annual, and ad hoc training assigned for the position. Participate in safety, infection prevention and control, quality improvement, patient education, compliance, and other assigned programs or collateral duties relevant to the position. Attend and participate in general staff and medical staff meetings as assigned. Maintain awareness of applicable policies, procedures, directives, operational memoranda, accreditation requirements, and organizational compliance obligations. Serve as a team member in reviewing administrative workflows and identifying opportunities for process improvement. Complete required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies. This list is non-exhaustive, and the role holder may be required to undertake additional duties that are not specifically listed above. Qualifications Basic Requirements/Certifications: 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. Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint. Verbal and written proficiency in Spanish is preferred. Education Required: Possess a high school diploma or equivalent. Required Knowledge, Skills, and Abilities: Strong oral and written communication skills in English. Excellent interpersonal skills and ability to maintain positive working relationships in a multidisciplinary environment. Critical thinking, integrity, honesty, cultural competency, and professional discretion. Ability to work in a multicultural and multilingual environment and use telephonic interpreter or translation services when needed. Ability to manage time effectively, prioritize tasks, and adapt to sudden schedule or work requirement changes. Ability to work effectively in an electronic environment, including electronic health records, web-based training systems, and office communications platforms. Knowledge of basic medical terminology. Knowledge of standard office equipment and ability to troubleshoot basic office equipment issues. Knowledge of privacy and confidentiality requirements applicable to patient medical records and Personally Identifiable Information, including the Health Insurance Portability and Accountability Act, the Privacy Act, and the Fair Information Practice Principles Physical Requirements: Required to walk unaided at a normal pace for up to 5 minutes and maintain balance. Required to jog/fast walk up to ¼ mile. Requires physical exertion such as lifting objects greater than 30 pounds. Required to perform CPR/emergency care standing or kneeling. Must have the ability to assist sick, injured, or aging patients or staff exiting the building (may require lifting, dragging, wheeling, or carrying someone who weighs significantly more than self). Must be able to see, hear and smell with aids if necessary. Must be able to lift, push, or carry 30 pounds. Must perform the duties of my job in a stressful and often austere environment without physical limitations. Sitting and/or standing for extended periods of time. Average manual dexterity for computer operation. Phone or computer use for extended periods of time. Other Special Qualifications: Must maintain current/physical residency in the continental U.S. Pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment. U.S. citizen and have resided in the U.S. for the last five years (unless abroad on official U.S. government duty). Successfully engage in and complete a thorough Background Investigation. Poses or have ability to obtain required security clearances. Proficiency in Spanish is preferred. Additional Information Privacy Disclaimer: Policy link By clicking "I'm Interested" and submitting your application, you acknowledge that you have read and understood the applicable Privacy Policy (available via the link above) and agree that IHMS USA, Inc., may collect, use, store, transfer, and otherwise process your personal information in accordance with that Privacy Policy for recruitment and hiring purposes. Compensation Disclaimer: Pay range is based on several factors and may vary in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant's background, experience, skills, internal equity, and alignment with geographical market data. Benefits Language (FTE roles): Full-time positions are eligible for our comprehensive and competitive benefits package including medical, dental, vision, and basic life insurance. Additional benefits include a 401k plan, paid time off, and an annual bonus. IHMS USA, Inc. complies with all federal, state, and local minimum wage laws. Equal Opportunity Employer (EEO) Statement: IHMS USA, Inc. is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.