Clinical Administrative Lead at Bath Iron Works – Bath, Maine

As the Clinical Administrative Lead is responsible for overseeing the day-to-day administrative operations of the Employee Health office. This role provides leadership to non-medical personnel, ensures regulatory compliance (including OSHA, healthcare regulations etc.) maintains accurate records, and upholds the highest standards of healthcare administration, ethics, and confidentiality.

Key Responsibilities

Safety Leadership:

• Provide administrative leadership to support a strong culture of workplace safety within the medical office and employee health department.
• Participate in safety reviews, audits and inspections and support corrective action planning.

Team Collaboration & Communication:

• Oversee daily operations of the medical office to ensure efficiency, accuracy, and compliance.
• Lead, hire, train, supervise and evaluate non-medical administrative personnel.
• Assign workloads, monitor performance, and ensure completion of administrative tasks.
• Serve as primary administrative resource for staff and leadership.
• Support staff development through guidance, feedback and performance management.
• Demonstrate a CAN-DO attitude.

Regulatory & Compliance Oversight:

• Oversee OSHA injury reporting and recordkeeping including OSHA 300 Logs, OSHA 300A Summaries, OSHA 301 incident reports.
• Assist with audits related to OSHA recordkeeping and regulatory compliance.
• Ensure compliance with insurance requirements and healthcare regulations.
• Maintain up-to-date knowledge of applicable medical laws, workplace safety regulations and compliance standards.
• Uphold high ethical standards in all administrative and operational practices.

Data Management & Record Keeping:

• Maintain accurate, secure, and confidential patient and staff health records.
• Oversee data management systems to ensure timely, complete and compliant documentation.
• Ensure proper retention, storage and access controls for records in accordance with healthcare regulations and privacy laws.

Continuous Improvement:

• Identify opportunities to improve administrative workflows, develop, implement and maintain office policies and procedures.
• Ensure staff adherence to established policies, workflows, and regulatory requirements.
• Review and update procedure to reflect changes in regulations, best practices, and operational needs.

Financial & Vendor Oversight

• Monitor the office and Employee Health department budget.
• Track and review vendor contracts and charges as they apply to the Employee Health department.
• Coordinate with vendors to ensure cost-effective services and timely delivery of supplies.
• Assist leadership with budget planning and expense control.

• High School Diploma/GED required.
• Associates Degree in Administrative Business, Medical Office Management, Database Management or related field; or equivalent combination of education and experience required, Bachelor’s Degree preferred.

• 5+ years of medical office administration preferred.
• 3+ years of supervisory experience required.
• Occupational health experience is highly desirable.
• Ability to handle medical records discreetly.
• High proficiency in Microsoft Office Excel, Access, PowerPoint and Word applications required.
• Experience with American Technical Services (ATS).
• Excellent customer service skills.
• Excellent data management organizational skills.
• Meticulous record keeping and attention to details.
• Ability to communicate effectively, both in writing and orally, with a wide range of customers.
• Ability to learn, manage and maintain multiple databases.
• Administrative management with basic accounting skills.
• Must be a self-starter and have the ability to work independently with oversight.
• Must be able to work in a team environment.
• 1st shift consisting of (5) days per week (Monday-Friday) onsite.