Administrative Assistant

Job Description

Job Description

The Administrative Assistant supports the daily operations of the Emergency Medical Services department by coordinating administrative tasks, assisting with logistics, managing communications, and ensuring the smooth operation of EMS systems. This role is essential in supporting emergency response teams, maintaining equipment inventory, scheduling, and assisting with documentation, discipline and reporting.

Duties and Responsibilities .

Administrative Support:

• Assist with duties as given by the Operations Supervisor’s, Director of operations, Vice President of operations, Fleet Manager, Supply Manager and the Manager of assets.
• Perform scheduling duties and coordinate EMS staff shifts and on-call duties.
• Prepare and maintain EMS personnel schedules, ensuring coverage for shifts and emergency response.
• Monitor and track EMS vehicle availability, repairs, and maintenance schedules.
• Assist in managing office communications, including phone calls, text messages, emails, and other correspondence.
• Process and maintain EMS-related records, including patient care reports, incident logs, and other documentation as required.
• Assist in tracking and documenting attendance.
• Assist in delivering disciplinary forms/documentation.

Logistics & Inventory Management:

• Help track and maintain EMS equipment and supplies, ensuring all units are stocked with necessary medical supplies, tools, and personal protective equipment (PPE).
• Coordinate the ordering and replenishment of EMS supplies and medical equipment.
• Ensure regular inspection and maintenance of EMS vehicles and equipment, notifying the appropriate personnel of any required repairs.
• Assist with ambulance inspections for cities requiring permits.

Communication & Coordination:

• Act as a liaison between EMS staff, other departments, and external agencies.
• Facilitate communication during emergencies, ensuring accurate information flow between EMS teams, hospitals, and dispatch centers.
• Support the operations team in managing logistics for large events or incidents requiring EMS support.

Documentation & Reporting:

• Assist with data entry and the preparation of reports related to patient care, response times, and operational metrics.
• Ensure that all reports and records comply with regulatory standards and confidentiality requirements (HIPAA).
• Help with audits of operational procedures, including reviewing records for accuracy and completeness.

Training & Compliance:

• Assist with scheduling training sessions for EMS staff on safety protocols, new procedures, or equipment.
• Ensure that staff certifications and training records are up-to-date and compliant with industry and organization standards.

Emergency Preparedness:

• Assist with developing and implementing emergency response plans, including handling equipment and feet readiness for large scale and critical incidents.
• Ensure proper documentation and preparedness for emergency drills and real-life emergency responses.
• Perform additional duties as required to ensure the efficient and effective operation of the EMS department.
• Be prepared to respond to emergency calls and all other emergency responses as needed.

Education, Experience, and Licensing Requirements:

• High school diploma or equivalent required; an associate’s degree or higher in healthcare administration, emergency management, or a related field is preferred.
• Previous experience in EMS, healthcare, or emergency services administration is a plus.
• Strong organizational skills and the ability to multitask and prioritize in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent.
• Knowledge of EMS operations, medical terminology, and emergency response protocols is desirable.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• CPR and First Aid certifications may be required or encouraged.

Physical Requirements:

• Ability to sit or stand for long periods of time.
• Ability to lift up to 100 pounds occasionally.
• May require occasional evening or weekend work based on operational needs.

Job Type: Full-time.

Benefits:

• 401(k) matching.
• Dental insurance.
• Health insurance.
• Life insurance.
• Vision insurance.

Work Location: In person.