Occupational Health Administrative Assistant

Pay Rate: $25.00 $30.00 per hour
Schedule: Monday Friday, 8:00 AM 5:00 PM
Contract Duration: 6+ months

Position Summary

We are seeking a detail-oriented and organized Occupational Health Administrative Assistant to provide administrative and operational support to the Occupational Health Team. This role supports employee health and safety programs, regulatory compliance, case coordination, records management, reporting, and vendor communications.

The ideal candidate will have strong administrative, organizational, and customer service skills, with the ability to manage multiple priorities while maintaining accuracy and confidentiality.

Key Responsibilities

Administrative & Program Support

• Provide administrative support for occupational health programs, including drug and alcohol testing, hearing conservation, respiratory protection, medical certifications, and employee accommodations.

• Coordinate appointments, meetings, training sessions, and program-related communications.

• Assist with invoice processing, billing, vendor coordination, and administrative documentation.

• Monitor program activities and workflows to ensure timely completion of tasks.

Case Coordination & Records Management

• Support case management activities, including case creation, documentation, tracking, updates, and follow-ups.

• Maintain accurate and confidential employee health records, databases, and electronic documentation.

• Review records for completeness, identify missing information, and escalate discrepancies as needed.

• Ensure compliance with company policies, privacy requirements, and records-management procedures.

Communication & Customer Service

• Serve as a point of contact for employees, management, healthcare providers, vendors, and third-party administrators.

• Respond to inquiries through email, phone, shared mailboxes, and voicemail.

• Coordinate documentation requests, appointments, and case status updates.

• Provide professional and timely customer service to internal and external stakeholders.

Reporting & Compliance

• Maintain spreadsheets, tracking logs, databases, dashboards, and program reports.

• Assist with regulatory reporting, audits, quality reviews, and compliance monitoring.

• Track program metrics and support accurate reporting.

• Identify opportunities to improve administrative processes and workflow efficiency.

Qualifications

Required Qualifications

• High school diploma or equivalent.

• Experience in administrative support, healthcare administration, human resources, case coordination, customer service, or a related field.

• Experience handling confidential records and sensitive information.

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and familiarity with electronic recordkeeping systems.

• Strong organizational, time management, and multitasking skills.

• Excellent written and verbal communication skills.

• Strong attention to detail and ability to maintain accurate records.

• Ability to work independently and collaboratively in a team environment.

• Professional customer service skills and ability to communicate with various stakeholders.

• Willingness to learn occupational health programs, regulatory requirements, and company-specific procedures.

Ideal Candidate

The ideal candidate is a dependable administrative professional who is comfortable working with confidential information, coordinating multiple activities, maintaining detailed records, and communicating with employees and healthcare-related stakeholders. Experience in healthcare administration, HR support, or case coordination would be especially relevant to this role.