Administrative Assistant - Remote

Katmai is seeking a remote Administrative Assistant to support daily operations by coordinating patient scheduling, managing communications, and maintaining accurate medical records. The role focuses on ensuring a smooth patient experience in a fast-paced environment while maintaining compliance and confidentiality.

• Schedule, confirm, reschedule, and cancel medical appointments; notify all parties promptly
• Coordinate with third-party vendors, patients, and external partners to arrange appointments
• Maintain calendars across multiple locations and prevent scheduling conflicts
• Manage time zones and coordinate patient availability with nearby clinics within a 50-mile radius
• Set reminders, prepare appointment authorizations, and schedule follow-up visits
• Follow up to obtain required medical clearances, certificates, and annual recertification renewals
• Track appointments and support daily scheduling workflow operations
• Prepare and organize medical documents, reports, and correspondence; maintain electronic filing systems
• Ensure compliance with privacy/confidentiality requirements (e.g., HIPAA)
• Attend meetings and prepare metrics, agendas, and meeting minutes
• Use Microsoft 365 tools (Word, Excel, Teams, OneNote, Outlook, SharePoint) for administrative work
• Maintain regular and punctual attendance and complete additional administrative duties as assigned

• High school diploma or equivalent (Associate’s degree preferred)
• 1–3 years of experience in medical scheduling, healthcare administration, or a related role
• Intermediate to advanced proficiency with Microsoft Office 365 and EMR systems
• Ability to obtain and maintain required security access and/or pass background checks
• Strong organization, time management, multitasking, and attention to detail
• Strong written and verbal communication; proactive follow-through
• Ability to maintain confidentiality and comply with HIPAA
• Comfort working with virtual collaboration tools; remote work experience preferred
• Ability to prioritize independently in a fast-paced environment; self-discipline and accountability
• Customer service-oriented mindset and discretion with sensitive information

• Full-time; may require additional hours as needed
• Work is expected to be remote; company may require onsite work if needed
• No travel and no driving requirements
• Pay rate: $19.12/hour; Health & Welfare: $4.57/hour up to 40 hours/week
• Benefits eligible: Medical, Dental, Vision, Life & AD&D, Short/Long-Term Disability, 401(k), EAP, Vacation & Paid Personal Time, 11 Paid Federal Holidays, Leave of Absence
• Physical demands: prolonged sitting/standing at a computer workstation; regular keyboard/mouse use