Administrative Assistant in Fort Sam Houston, Texas at Vision Technology Inc.

Location: On-site

Employment Type: Full-Time

Job Category: Administrative / Healthcare Support

Job Overview
We are seeking a detail-oriented and reliable Administrative Assistant to support operations at a local medical facility under a government contract. This position provides critical administrative support to medical staff, handles records management, coordinates scheduling, and assists with patient intake and visitor reception.

Key Responsibilities
Administrative Support: Provide high-level administrative support to office leadership and executive medical staff.

Patient & Visitor Assistance: Greet visitors, answer phone inquiries, verify patient appointments and care eligibility, and handle routine vs. emergency inquiries appropriately.

Correspondence & Documentation: Draft, review, process, and distribute incoming and outgoing memos, reports, and official communications to ensure clarity, accuracy, and compliance.

Records & File Management: Maintain, sort, and update physical and electronic files, records, databases, and activity logs to ensure strict adherence to tracking deadlines.

Meeting & Event Coordination: Schedule meetings, reserve facilities, prepare meeting materials, escort visitors, take accurate meeting minutes, and distribute action items.

Clinic Scheduling Support: Monitor clinic schedules for policy compliance, collect data on noncompliance, and assist in optimizing daily clinic appointments.

Personnel Onboarding Support: Assist with in/out-processing of personnel by guiding individuals through required paperwork and documentation.

Travel & Payroll Logistics: Assist with timekeeping, attendance tracking, and payroll processing (serving as backup timekeeper), as well as coordinating travel arrangements and travel documentation.

General Office Operations: Perform essential daily office functions including filing, copying, scanning, faxing, and collating materials.

Basic Qualifications
U.S. Citizenship: Must be a U.S. Citizen (strict government requirement).

Experience: Minimum of two (2) years of relevant administrative experience within the last five (5) years working inside a medium-to-large medical facility.

Education: High School Diploma or GED equivalent.

Knowledge: Familiarity with medical terminology is required.

Certifications: Basic Life Support (BLS) certification.

Key Competencies & Skills
Strong proficiency in basic office software (word processing, spreadsheets, electronic file management).

Excellent verbal and written communication skills with strong attention to detail.

Ability to handle sensitive medical/patient information with high confidentiality and discretion.

Excellent organizational and multi-tasking abilities in a fast-paced medical environment.