Program Support Assistant

Found in: beBee jobs US - 2 weeks ago


Battle Creek, Michigan, United States Department Of Veterans Affairs Full time
Summary

The Battle Creek VA Medical Center is recruiting for a Program Support Assistant (PSA). The Program Support Assistant will function under Medical Service.



Duties

The Program Support Assistant provides expert administrative, technical, and clerical support to the Associate Chief of Staff (ACOS) for Medical Service under the direction of the Administrative Officer (AO). Duties include but are not limited to:

  • Reviews reports, actions, and correspondence prepared for signature notating errors and submitted to management for correction prior to presentation.
  • Reviews outgoing correspondence for proper attachments or consolidating/ coordinating submittal of information. Coordinates closely with respective section heads and managers to make sure that correspondence meets the necessary format and criteria.
  • Reviews documents requiring coordination or signature by the ACOS for conformance with regulations, grammar, and punctuation; and returns such documents to originator for correction when not in conformance with policies and guidance.
  • Responsible to compose in final forms replies to both internal and external communication. Drafts letters of acknowledgment to personnel, for special accomplishments and services provided.
  • Maintains calendar/schedule for ACOS.
  • Briefs ACOS prior to appointments or calls and provides required reference material. Independently greets, interviews, and screens all telephone calls and visitors to include federal, state, and local officials, university administration and faculty, community hospital executives, external review organization officials, staff, patients, and families.
  • Maintains daily suspense; tracks actions items, maintains spreadsheets and tracks all action items to completion.
  • Prepares agendas, notifies participants, prepares minutes and arranges other matters, as appropriate.
  • Is responsible for requesting, collecting, and summarizing input from clinical services for completion of surveys/reports for external agencies, drafts Medical Center responses.
  • Prepares meeting minutes/agendas for several Medical Service committee meetings to include the Medical Service Staff meeting, All PACT meeting, Primary Care ICC Subcommittee, Provider.
  • Change Request meeting, and others as assigned. Independently tracks, enters, maintains policies, memorandums, agendas, and minutes into automated information systems. Maintains and updates skill levels on all MS Office software.
  • The incumbent maintains log of all documents required for all accreditations to include minutes, reports, and certifications.
  • Provides supports and assistance about clerical and correspondence issues. Develops, maintains, and monitors integrated reporting systems affecting programs throughout the service with functions and operations that are extensively interrelated.
  • Communicates information to management for effective evaluation of program operations and milestones.
  • Creates and prepares reports for Medical Service based on facts that gathered, these can be operational issues such as procedural weaknesses or service response time, or equipment maintenance histories or failure rates, etc.
  • Provides clerical assistance to the Administrative Officer (AO), Primary Care Manager, Management & Program Analyst, Program Specialist and Primary Care Management Coordinator during the absence of respective administrative support.
  • Serves as a liaison between the Service and all Medical Center Service Chiefs and programs for a variety of routine clerical matters, and independently performs a variety of routine clerical functions. In addition, the incumbent will provide clerical support to regular routine office operations including serving as a receptionist, supply ordering, preparation of correspondence, transcribing meeting minutes, etc.
Work Schedule: Monday-Friday 8am-430pm

Telework: This position may be authorized for telework ad-hoc at supervisor's discretion.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD91923O

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not Required

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