Administrative Assistant III

Description:   As an integral member of the Global Health and Medical Team, the Expatriate Medical Administrative Assistant will be responsible for the timely and accurate coordination and processing of Expatriate medical exams and fitness-for-duty determinations with Chevron authorized providers and Chevron clinics. Expatriate group processes approximately 3,000 exams annually. The individual in this position must be professional, flexible to changing priorities, able to handle multiple tasks simultaneously and be customer focused. This position requires dealing with medical and employee information in a professional and discreet manner. The ability to maintain confidentiality is critical.

Job Responsibilities: Supports the Occupational Health Specialists with medical record verification and processing. Gathers exam results from outside providers and compiling them in correct format for review in WebChart.

• Accurately enters medical data and clearance into WebChart database. • Scans and prepares medical records for clinicians to review. • Updates WebChart Exam Tracking System for Suitability for Expatriate Assignment program and chart tracking system to trace the location of employee medical records. • Emails scanned exam results to employees to communicate results or other action needed. • Reports medical clearances and Fitness-for-Duty results to Global Mobility (GM). • Establishes and maintains strong working relationships with Chevron clinics and various customer groups including staffing coordinators, clinicians, safety contacts, GM and outside medical providers. • Provides administrative support to Regional Medical Manager and other staff as requested including scheduling of conference rooms, word processing and PowerPoint presentations as needed. • Establishes and maintains strong working relationships with Chevron clinics and various customer groups including staffing coordinators, clinicians, safety contacts, GM and outside medical providers. • Serves as subject matter expert on visa requirements, international exam processing, and data entry. • Enter data in specific data fields in WebChart, using keyboards or scanners.

• Compile, sort and verify the accuracy of data before it is entered. • Locate and correct data entry errors, or report them to supervisors. • Compare data with source documents, or re-enter data in verification format to detect errors. • Maintain logs of activities and completed work.

Skills: • Verbal and written communication skills, attention to detail, and interpersonal skills. • Ability to work independently and manage one's time. • Ability to accurately document and record patient information. • Previous experience with Outlook, Microsoft Word and Excel.  

Completion of a speed and accuracy data entry test (May be required). • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. • Prepare agendas and make arrangements for committee, board and other meetings.

Education/Experience: • High school diploma or GED required. • 5-7 years' experience required.