Medical Program Administrative Assistant

Are you looking for a healthcare role where your work truly makes a difference?

At Fresh Start Surgical Gifts, every detail matters—because behind every chart, schedule, and volunteer credential is a child receiving life-changing medical care. We are a national nonprofit organization dedicated to transforming the lives of disadvantaged children through reconstructive surgery and related healthcare services, at no cost to patients or families.

We are seeking a highly organized, compassionate Medical Program Administrative Assistant / Project Liaison to support our Medical Programs team and help ensure the smooth coordination of volunteers, patients, and clinical operations.

About Fresh Start Surgical Gifts

Founded in 1991 and headquartered in San Diego, Fresh Start Surgical Gifts partners with volunteer surgeons, nurses, and leading hospitals across the U.S. to deliver world-class medical care to children affected by birth defects, trauma, abuse, or disease.

Position Overview

This role provides administrative, clerical, and project coordination support to the Medical Program under the direction of the Chief Medical Programs Officer (CMPO). The position plays a key role in volunteer coordination, data accuracy, scheduling, and cross-department communication while assisting with both day-to-day operations and longer-term medical program projects.

Key Responsibilities

Volunteer & Program Support

• Maintain up-to-date credentialing records for licensed medical volunteers, including RNs, LVNs, physicians, dentists, and technicians.
• Coordinate volunteer screening, scheduling, and roster creation for surgery weekends and dental clinics.
• Track volunteer hours, immunizations, TB tests, education modules, and compliance requirements.

Administrative & Data Management

• Maintain accurate records in internal databases, including FileMaker and volunteer management systems.
• Support patient record compliance, visa and passport documentation, and audit processes as directed.
• Prepare reports and documentation requested by the CMPO.

Coordination & Logistics

• Assist with scheduling travel, housing, and rooming lists for surgery weekends.
• Support volunteer meals, setup coordination, and on-site logistics during medical events.
• Assist with booking patient flights and attending outreach or recruitment events as needed.

Communication & Project Coordination

• Serve as a liaison between Fresh Start, volunteers, partner hospitals, and medical staff.
• Manage calendars, meetings, agendas, and materials for the CMPO.
• Support organization-wide volunteer communications and recognition initiatives.

Professional Conduct

• Maintain confidentiality and professionalism when working with patient and volunteer information.
• Demonstrate a courteous, positive, and collaborative approach with staff, volunteers, and medical partners.
• Uphold Fresh Start's mission, values, and commitment to quality care in all responsibilities.

Qualifications

Required

• Associate's Degree or minimum of 3 years of relevant experience
• Graduate of a Medical Assistant Program
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Excellent organizational, communication, and time-management skills
• Ability to manage multiple priorities independently
• Ability to lift up to 45 pounds

Preferred

• Bilingual (English/Spanish)
• Experience working with medical volunteers or healthcare programs
• Familiarity with databases, credentialing, or compliance systems

Are you looking for a healthcare role where your work truly makes a difference?

At Fresh Start Surgical Gifts, every detail matters—because behind every chart, schedule, and volunteer credential is a child receiving life-changing medical care. We are a national nonprofit organization dedicated to transforming the lives of disadvantaged children through reconstructive surgery and related healthcare services, at no cost to patients or families.

We are seeking a highly organized, compassionate Medical Program Administrative Assistant / Project Liaison to support our Medical Programs team and help ensure the smooth coordination of volunteers, patients, and clinical operations.

About Fresh Start Surgical Gifts

Founded in 1991 and headquartered in San Diego, Fresh Start Surgical Gifts partners with volunteer surgeons, nurses, and leading hospitals across the U.S. to deliver world-class medical care to children affected by birth defects, trauma, abuse, or disease.

Position Overview

This role provides administrative, clerical, and project coordination support to the Medical Program under the direction of the Chief Medical Programs Officer (CMPO). The position plays a key role in volunteer coordination, data accuracy, scheduling, and cross-department communication while assisting with both day-to-day operations and longer-term medical program projects.

Key Responsibilities

Volunteer & Program Support

• Maintain up-to-date credentialing records for licensed medical volunteers, including RNs, LVNs, physicians, dentists, and technicians.
• Coordinate volunteer screening, scheduling, and roster creation for surgery weekends and dental clinics.
• Track volunteer hours, immunizations, TB tests, education modules, and compliance requirements.

Administrative & Data Management

• Maintain accurate records in internal databases, including FileMaker and volunteer management systems.
• Support patient record compliance, visa and passport documentation, and audit processes as directed.
• Prepare reports and documentation requested by the CMPO.

Coordination & Logistics

• Assist with scheduling travel, housing, and rooming lists for surgery weekends.
• Support volunteer meals, setup coordination, and on-site logistics during medical events.
• Assist with booking patient flights and attending outreach or recruitment events as needed.

Communication & Project Coordination

• Serve as a liaison between Fresh Start, volunteers, partner hospitals, and medical staff.
• Manage calendars, meetings, agendas, and materials for the CMPO.
• Support organization-wide volunteer communications and recognition initiatives.

Professional Conduct

• Maintain confidentiality and professionalism when working with patient and volunteer information.
• Demonstrate a courteous, positive, and collaborative approach with staff, volunteers, and medical partners.
• Uphold Fresh Start's mission, values, and commitment to quality care in all responsibilities.

Qualifications

Required

• Associate's Degree or minimum of 3 years of relevant experience
• Graduate of a Medical Assistant Program
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Excellent organizational, communication, and time-management skills
• Ability to manage multiple priorities independently
• Ability to lift up to 45 pounds

Preferred

• Bilingual (English/Spanish)
• Experience working with medical volunteers or healthcare programs
• Familiarity with databases, credentialing, or compliance systems

Why Join Fresh Start Surgical Gifts?

• Be part of a mission-driven healthcare nonprofit
• Directly support life-changing medical care for children
• Work alongside passionate medical professionals and volunteers
• Join a collaborative, purpose-centered team environment

This job description is not intended to be all-inclusive. The employee may perform other related duties as required to support the mission of Fresh Start Surgical Gifts. This description does not constitute a contract of employment. Employment is at-will. Fresh Start Surgical Gifts is an equal opportunity employer.

Pay: $ $22.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person