Healthcare Administrative Assistant

Pittsburgh, PA   |     Regular Full Time    |     Job ID:17202



POSITION:              Healthcare Administrative Assistant (Clinical Operations)

SCHEDULE:            Full-Time (Mon-Fri, Hybrid – 3 days onsite per week)

LOCATION:              Wexford Health Sources Corporate Office
                                  Green Tree – Pittsburgh, PA


Wexford Health Sources, Inc. is one of the nation’s largest correctional health care providers.  Over the past 30 years, our team of dedicated clinical professionals has helped millions of justice-involved patients receive life-changing medical and mental health services.


  • Annual review with performance increase
  • Generous paid-time off program that combines vacation and sick leave
  • 9 Paid holidays
  • Comprehensive health insurance through Blue Cross Blue Shield
  • Dental and Vision insurance
  • 401(k) retirement saving plans
  • Company-paid short-term disability
  • Healthcare and dependent care spending account

The Clinical Operations Healthcare Admin Assistant is responsible for supporting the Utilization Management Department.


  1. Daily electronic scanning/e-mailing and filing of documents for UM department.

  2. Emails daily reports to assigned sites, check confirmations and electronically files for UM department.

  3. Communicates information regarding deaths to Risk Management as reported by facilities.

  4. Monitor and coordinate sending out sleep study and audioscope machines via FedEx.  Sends emailed results of completed sleep studies to facilities.

  5. Monitors receipt of various reports from facilities and documents weekly compliance.

  6. Coordinates sending large documents via email for the Regional Medical Directors to review monthly.

  7. Answering and forwarding phone calls for UM Department.

  8. Assist with EMR projects including forms configuration, data entry of customized lists, and distribution of training manuals.

  9. Print and compile binders for EMR, Pharmacy, and UM departments; prepare binders for shipping and track shipments and invoices.

  10. Edit spreadsheets and Word documents as requested from multiple departments.

  11. Collect/collate information from site managers for review by pharmacists (e.g., inspection reports, medication errors, insulin logs).

  12. Maintain electronic files of pharmacy documents.

  13. Handle mailing/shipping of pharmacy items to site staff including flu vaccine and other pharmacy-related documents.

  14. Assist in maintaining tracking logs for various initiatives (e.g., cost avoidance, flu vaccine ordering, pharmacy license renewals).

  15. Support VP of Operations with printing large documents and scheduling meetings.

  16. Assist pharmacist with compiling of pharmacy reports and presentations for various client meetings (Pharmacy and Therapeutics meetings, etc.).

Minimum Requirements:


  • Extensive knowledge of Microsoft Office software including Outlook, Word, Excel, PowerPoint, Visio, as well as Adobe Acrobat.

  • Knowledgeable in Visio and technical writing.


  • HS Diploma

  • Associate’s degree preferred

Preferred Experience

  • Administrative assistant or healthcare office experience 

  • Extensive knowledge of Microsoft Office software including Word, Excel, PowerPoint, Visio, as well as Adobe Acrobat. Knowledgeable in Visio and technical writing.

  • Excellent communication skills.

  • Strong planning and organization skills.




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