Contingent Occupational Health Administrative Assistant

The Occupational Health Administrative Assistant supports a broad range of occupational health programs, including regulatory compliance initiatives, medical case management, return-to-work processes, drug and alcohol testing, hearing conservation, respiratory protection, medical certification programs, employee accommodations, and specialized workforce health programs. This role serves as a key member of the Occupational Health Team, supporting the team through coordination of case management activities, program administration, records management, reporting, vendor interactions, and customer service functions.

Job Title: Occupational Health Administrative Assistant
Location: Jacksonville, FL 32219 (Hybrid)
Duration: 5+ Months
Shift: 8 AM - 5 PM (Mon - Fri)

Job Summary:
The Occupational Health Administrative Assistant provides operational, administrative, and program support for occupational health services that promote workforce health, safety, regulatory compliance, and business effectiveness. This role serves as a key member of the Occupational Health Team, supporting the team through coordination of case management activities, program administration, records management, reporting, vendor interactions, and customer service functions.

The Occupational Health Administrative Assistant supports a broad range of occupational health programs, including regulatory compliance initiatives, medical case management, return-to-work processes, drug and alcohol testing, hearing conservation, respiratory protection, medical certification programs, employee accommodations, and specialized workforce health programs. This position facilitates communication among employees, management, healthcare providers, vendors, and occupational health professionals while ensuring timely, accurate, and confidential administration of occupational health processes and records. This role contributes to program effectiveness through data management, process coordination, reporting, audit support, issue resolution, and continuous improvement activities while maintaining compliance with company policies and applicable regulatory requirements.

Responsibilities:
"Provide administrative and operational support for occupational health compliance programs, including drug and alcohol testing, hearing conservation, respiratory protection, medical certifications, regulatory reporting, and employee accommodation processes.
"Coordinate case administration activities, including case creation, documentation management, status tracking, record updates, follow-up activities, and routing of information to appropriate occupational health personnel.
"Maintain accurate, complete, and confidential occupational health records, databases, reports, and electronic documentation in accordance with company policies and regulatory requirements.
"Coordinate communications with employees, management, healthcare providers, vendors, and third-party administrators regarding occupational health programs, documentation requirements, appointments, and case status updates.
"Review documentation for completeness, identify discrepancies, obtain missing information, and escalate issues requiring clinical or management review.
"Monitor program activities and case workflows to support timely completion of occupational health processes and established service expectations.
"Generate, maintain, and distribute reports, dashboards, tracking logs, audit materials, and program metrics to support decision-making and program oversight.
"Provide customer service and respond to inquiries received through email, phone systems, shared mailboxes, voicemail systems, and other communication channels.
"Coordinate scheduling activities, appointments, meetings, training events, and program-related communications.
"Support invoice processing, billing activities, vendor administration, and documentation associated with occupational health programs and services.
"Assist with audits, quality reviews, regulatory reporting, and compliance monitoring activities to support occupational health program effectiveness and regulatory compliance.
"Maintain program tracking tools, spreadsheets, databases, and reporting systems used to monitor occupational health activities and outcomes.
"Support continuous improvement efforts by identifying process issues, recommending administrative efficiencies, and assisting with implementation of process enhancements.
"Protect confidential employee health information and maintain compliance with privacy, security, and records-management requirements.
Qualifications
"High school diploma or equivalent.
"Experience in administrative support, healthcare administration, human resources support, case coordination, customer service, or a related business environment.
"Experience maintaining confidential records and handling sensitive information.
"Strong organizational, time management, and prioritization skills.
"Strong verbal and written communication skills.
"Proficiency with Microsoft Office applications and electronic recordkeeping systems.
"Ability to manage multiple priorities while maintaining accuracy and attention to detail.
"Ability to work independently and collaboratively in a team environment.
"Ability to provide professional customer service to employees, leaders, healthcare providers, vendors, and external stakeholders.
"Ability to learn and apply occupational health, regulatory, and company-specific processes and procedures.