Executive Assistant (Medical) Job at Nexus Staff in Albany

Job Title: Administrative Assistant Employment Type: Contract Work Hours: 37.5 hrs./week Work site: 100% Onsite Location: Riverview Innovation Center, 150 Broadway, Albany, NY 12204 Job Duration: 2 Years Closing: 12/22/2025. Job Duties and Responsibilities: Prepare requests for medical records including identifying correct template letter, identifying complete patient information, identifying appropriate treatment dates, identifying correct facilities or practice locations, and including appropriate enclosures. Prepare Quality Assurance requests including identifying the correct subject information, identifying the appropriate time period and including the appropriate enclosures. Preparing complainant contact letters within required time frames. Prepare subpoena including the appropriate subject information, outline of investigative material and correct assigned case investigator. Pull and scan all appropriate files, as identified in documentation and complete certification process with Director of Investigations or their delegate. Track all requests and follow up within statutory timeframes including ensuring appropriate certified mail documentation meets the due process timelines and place documentation in electronic and physical investigative files. Coordinate, prepare, and execute scheduling of meetings, agendas, meeting minutes, and memos. Prepare response letters for executive correspondence, communication with other agencies, or other external parties. Complete and submit confidential data requests as assigned, including tracking and following up to ensure receipt of all data elements. Schedule investigative meetings both in person and remotely. Update investigative requests in investigative management electronic system- iTrak Coordinate the provision of medical records and documentation to Medical Expert consultants in the investigative process utilizing HCS SFT or encrypted USB Flash Drives and follow up within required timeframes to ensure secure receipt. Manage incoming investigative telephone calls, oversee all certified mail and tracking, oversee the tracking and distribution of all investigative mail, complete the scanning and processing of investigative documentation, and maintaining the OPMC calendars. Create and manage all tracking logs. Make required investigative updates on OPMC SharePoint. Minimum qualifications: Working knowledge and experience with Microsoft Office; may include Word, Excel, Access, Outlook and Power Point. Experience answering telephone calls in a professional manner. Preferred qualifications: Strong verbal communication skills. Good organizational skills and attention to details. Ability to work on multiple tasks within a given day. Experience with professional medical conduct process. Misc. Information: Work Hours: Full-time, 7.5 hours daily, 9AM to 5PM Transportation Options: Public transportation available. Free parking facility available at the job location. Interview will be conducted in person or online based on the availability. There is a cost of $13.00 to obtain a NYS ID badge that is required for access to the OPMC Suite. Training: Training will be provided. The Nexus Staff Difference: Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us. We offer weekly payments via ACH (Automated Clearing House). Serving as Prime Vendors to New York State and New York City for over 10 years.