Administrative Assistant I -

Montefiore Mount Vernon•St. Charles, IL

6d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to Occupational Health Services clinicians, leadership, associates, and external partners at Montefiore Mount Vernon. The role coordinates high-volume scheduling, employee health records, compliance tracking, onboarding support, workers’ compensation documentation, reporting, and customer service functions that support efficient Occupational Health operations. This fast-paced role requires excellent organization and communication, discretion, independent judgment, and the ability to manage multiple time-sensitive priorities while maintaining the confidentiality and integrity of employee health information.

Requirements

High school diploma or GED.
At least three years of relevant administrative or healthcare experience.
Experience using Microsoft Office.
Experience working with electronic medical records.
Strong organizational, customer service, communication, and multitasking skills.
Ability to manage multiple competing priorities in a high-volume healthcare environment.
Ability to maintain professionalism, discretion, and confidentiality when handling sensitive employee and health-related information.
Strong attention to detail and ability to maintain accurate records and documentation.
Excellent verbal and written communication skills.

Nice To Haves

Bachelor’s degree or equivalent experience.
Prior administrative experience in Occupational Health, Employee Health, ambulatory care, or another healthcare setting.
Experience with Epic and Cority, or similar electronic medical record and occupational health systems.
Experience coordinating employee health scheduling, compliance tracking, onboarding, or workers’ compensation processes.
Experience preparing reports, maintaining databases, and tracking operational or regulatory metrics.
Knowledge of HIPAA requirements and appropriate handling of confidential employee health information.
Demonstrated ability to work effectively with clinical staff, leadership, Human Resources, vendors, and external partners.

Responsibilities

Coordinate day-to-day Occupational Health Services administrative and office functions, prioritizing clerical responsibilities.
Manage high-volume scheduling for annual health assessments, respirator fit testing, new-hire and pre-placement processes, workers’ compensation follow-up, and other Occupational Health services.
Support onboarding and post-offer/pre-placement workflows for employees, volunteers, students, house staff, and contracted personnel.
Communicate with associates and managers by telephone, email, fax, and other systems about appointments, scheduling requirements, compliance deadlines, and follow-up needs.
Maintain and update shared Occupational Health calendars, daily schedules, appointment records, and compliance tracking tools.
Reschedule missed or canceled appointments and follow up proactively on outstanding compliance requirements.
Track annual assessments, vaccination requirements, respirator fit testing, credentialing requirements, and other employee health metrics to support regulatory and organizational compliance.
Prepare, maintain, and distribute reports and data about Occupational Health compliance, departmental activity, and performance metrics.
Use Epic, Cority, Microsoft Office, departmental scheduling systems, and other applications to support employee health workflows, documentation, data management, and reporting.
Maintain accurate employee health records and departmental files in accordance with HIPAA and organizational confidentiality requirements.
Perform registration, scheduling, patient arrival, and checkout functions accurately and efficiently.
Collect, scan, enter, and maintain required Occupational Health consent forms and supporting documentation in Epic and Cority.
Maintain workers’ compensation files and documentation, organize and scan records, retrieve information, and support communications with insurance carriers, workers’ compensation representatives, associates, and departmental leadership.
Maintain accurate and current documentation for workers’ compensation reporting, follow-up, audits, and operational review.
Respond promptly and professionally to telephone, written, and in-person inquiries, directing requests to the appropriate clinical or administrative team member.
Troubleshoot routine scheduling, system, vendor, billing, and operational concerns and escalate issues appropriately.
Maintain departmental databases, assist with minor software or hardware issues, and contact Information Technology when additional support is required.
Maintain adequate inventory of clerical, operational, and other departmental supplies.
Provide operational support for annual assessment compliance activities, respiratory fit testing, vaccination campaigns, and other workforce health programs.
Participate in departmental huddles, meetings, safety activities, and Joint Commission Environment of Care requirements as appropriate.
Collaborate with Human Resources, Environmental Health & Safety, Infection Prevention, clinical staff, insurance carriers, vendors, workers’ compensation representatives, and other internal and external partners.
Provide professional, respectful, and timely customer service to associates, applicants, employees, contracted personnel, and other Occupational Health stakeholders.
Protect confidential and sensitive employee health information and exercise professionalism, discretion, and sound judgment in all interactions.
Support a collaborative work environment and participate in problem solving and workflow improvement activities as needed.