Administrative Officer

Summary

The Administrative Officer is responsible for coordinating, managing, and supporting the timely completion of contract-required medical reporting, incident reporting, grievance reporting, and administrative deliverables for Camp East Montana (CEM), a government-contracted healthcare program operating within a secure detention environment. The position serves as a central point of coordination among healthcare leadership, clinical providers, government representatives, corporate departments, and external partners to ensure reporting requirements are completed accurately, consistently, and within required timelines. The Administrative Officer supports the preparation of responses to government inquiries, requests for information, audits, inspections, and operational reporting requirements. This position requires exceptional attention to detail, strong organizational skills, the ability to coordinate information from multiple stakeholders, and the ability to maintain positive working relationships with representatives from U.S. Government agencies and partnering organizations. Familiarity with healthcare operations, healthcare documentation, medical reporting requirements, and compliance-driven environments is essential. The ability to effectively coordinate with multidisciplinary healthcare teams, including medical, dental, behavioral health, pharmacy, and quality personnel, to gather, validate, and report information is critical to success in this role.

Duties And Functions

• Coordinate the development, review, and submission of contract-required medical, incident, grievance, and operational reports.
• Monitor reporting timelines and ensure deliverables are completed accurately and submitted within required deadlines.
• Serve as a liaison among healthcare leadership, medical providers, quality personnel, facility leadership, government representatives, and corporate support departments to gather and validate information required for reporting activities.
• Coordinate responses to requests for information (RFIs), government inquiries, audits, inspections, corrective action requests, and other administrative information requests.
• Compile, organize, review, and maintain supporting documentation for incident reports, grievances, significant event notifications, and related reporting requirements.
• Track report status, submission deadlines, approvals, and follow-up actions to ensure compliance with contractual requirements.
• Assist leadership with preparation of reports, executive summaries, briefing materials, corrective action updates, and operational communications.
• Review reports and supporting documentation for accuracy, completeness, consistency, and compliance with established requirements.
• Coordinate information gathering from medical, dental, mental health, pharmacy, quality, and administrative personnel as needed to support reporting activities.
• Maintain reporting logs, tracking tools, databases, and document repositories.
• Support grievance review and resolution processes through coordination of documentation, communications, meeting materials, and tracking activities.
• Participate in audit readiness, quality management, and compliance initiatives requiring reporting support and documentation management.
• Develop and maintain professional working relationships with representatives from U.S. Government agencies, contractors, subcontractors, and other stakeholders.
• Maintain confidentiality of all Protected Health Information (PHI), Personally Identifiable Information (PII), and other sensitive information.
• Perform other administrative and reporting-related duties as assigned.

Education And Experience

• Bachelor's degree in Healthcare Administration, Business Administration, Public Administration, Health Information Management, Nursing, Public Health, or a related field.
• Minimum five (5) years of experience in healthcare administration, program administration, compliance reporting, government contract support, healthcare operations, or a related field.
• Experience coordinating reports, deliverables, compliance documentation, or administrative functions in a healthcare environment.
• Experience working with multiple stakeholders to gather, review, and validate information for reporting purposes.
• Strong written and verbal communication skills.
• Strong organizational, analytical, and problem-solving abilities.
• Demonstrated attention to detail and ability to manage multiple priorities in a deadline-driven environment.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Ability to handle sensitive and confidential information with discretion.

Preferred Requirements

• Experience supporting federal healthcare contracts, detention healthcare programs, correctional healthcare programs, military healthcare programs, or other government-operated healthcare environments.
• Experience with contract deliverables management, incident reporting, grievance management, quality management, or compliance reporting.
• Familiarity with ICE, IHSC, National Detention Standards (NDS), accreditation standards, or other regulatory healthcare requirements.
• Experience supporting audits, inspections, corrective action initiatives, and operational readiness activities.
• Working knowledge of healthcare documentation standards, medical terminology, quality management processes, and compliance-driven healthcare environments.
• Experience coordinating across multidisciplinary healthcare teams, including medical, dental, mental health, pharmacy, and quality departments.
• Experience developing executive reports, briefing materials, or performance reports.
• Advanced proficiency in Microsoft Excel, SharePoint, and document management systems.

Physical Demands

• Ability to work in a secure detention environment.
• Ability to walk throughout the facility to support reporting activities, information gathering, meetings, and coordination with clinical and operational departments.
• Ability to sit, stand, and use a computer for extended periods.
• Ability to lift up to 25 pounds occasionally.

Physical Requirements

The work requires some physical exertion, such as long periods of standing; walking or jogging over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; or recurring lifting of moderately heavy patients or equipment.

Schedule

This facility operates 24/7/365. This full-time position requires working days, evenings, as well as weekends and holidays. Specific hours will be determined by the facility needs. On-call availability is not required.

Benefits

• Medical, dental, vision, PTO, and holidays.

Pay

$120,000