Program Support Assistant

Job Title

Program Support Assistant

Duties

The duties include:

• Reviewing and validating timecards for all Time and Leave units within the Anesthesiology Service Line and holding Delegation of Authority for secondary timekeeper in designated supporting servicelines.
• Organizing and maintaining administrative files and tracking systems for documents submitted to the Medical Center, Credentialing Office, Human Resources, and other departments. Ensuring all records are current and compliant with applicable requirements.
• Responsible for Personal Identity Verification sponsorship, processing Electronic Permission Access System requests, coordinating National Provider Identifier and Person Class Code assignments, and establishing electronic signature blocks.
• Preparing and disseminating on-call and operating-room coverage information within the department, Operating Room, Switchboard Operators, and additional designated areas.
• Preparing and assembling time-sensitive document packages and submitting to the Director's Office in accordance with established procedures. Tracking travel and education requests through final approval.
• Providing administrative support to the Committee Chair for the Moderate Sedation and Invasive Procedures Committee, Pain Committee, and other assigned groups by attending required meetings, taking notes, and distributing accurate minutes and invitations.
• Assisting residency and fellowship program directors with onboarding medical students, residents, and fellows, working closely with affiliate program administrators to review and verify rotation schedules.
• Performing office automation work utilizing computer software applications and providing administrative support to the service line manager, section chiefs, and administration officer. Consistently communicating and treating internal and external customers in a courteous, tactful, prompt, and respectful manner.

Preferred Experience: Applicants should possess excellent customer service skills when working with both internal and external stakeholders. They should be able to work in a fast-paced environment and deliver high-quality administrative outcomes. Experience working collaboratively within a team to support the service line is essential, including collection and inputting data, disseminating information, and utilizing computer software systems. A willingness to learn and receive training to understand and support various VHA strategic business operations is required.

Work Schedule: 7:00 am-3:30 pm Monday-Friday. Work Schedule is subject to change based on agency need.

Telework: Ad-Hoc

This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD502230

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized