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 teams around 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: www.ihmsusa.us.

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