Administrative Coordinator

2 days ago

Fort Belvoir, United States JBW Federal Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support the Department of Healthcare Operations at the Walter Reed National Military Medical Center.

Key Responsibilities
  • Provide administrative support to the department, including data collection, tracking, and processing.
  • Collect and process medical, technical, and administrative data for administrative reports.
  • Establish and maintain complex departmental patient files.
  • Receive high-profile visitors, patients, and patient family members.
  • Answer telephone inquiries, determine requests, and direct callers to appropriate staff or provide non-technical or routine information.
  • Enter patient physician messages into the facility computer healthcare system, ensuring Joint Commission on Accreditation of Healthcare Organizations compliance.
  • Process patient medical record requests.
  • Generate patient letters for follow-up care and testing.
  • Check patients in and out from schedules.
  • Schedule follow-up appointments in the automated system and notify patients of appointment dates and times.
  • Input required data into the automated medical treatment facility computer system.
  • Complete, scan, and edit ambulatory data forms using the medical treatment facility computer system.
  • Receive, read, and make proper distribution of correspondence and other mail received in the directorate, department, and respective division.
  • Draft, edit, and complete a wide variety of assigned typing projects or government review and signature, including correspondence, memorandums, reports, and completion of computer-generated forms.
  • Review all outgoing documents for format, typing, grammar, proper attachments, number of copies, and coordination, etc.
  • Review, transcribe, and type correspondence, memorandums, and other material for signature of the directorate, department, and respective division according to the Navy, Army, DoD, NCR, and DHA protocol.
  • Manage the director's activities schedules and remind the director of meetings and appointments.
  • Coordinate the scheduling of conference room meetings.
  • Ensure the office environment is kept clean and in working order.
  • Prepare and keep statistical information for cost accounting purposes upon government request for government review.
  • Enter and/or retrieve data from CHCS, AHLTA, and CIS, as required.
  • Maintain correspondence suspense and control system, issuing reminders of approaching due dates and securing extensions.
  • Coordinate computerized word processing storage and indexing and establish processing priorities as needed.
  • Provide computer training and in-services on operating current and incoming new equipment to staff members upon government request.
  • Maintain a group e-mail account and shared database for the directorate, department, and respective division.
  • Perform administrative timekeeping support for the directorate. Print pay slips as needed and perform verification with time card and administrative leave records. Correct time and leave discrepancies.
  • Prepare all time card documents and submit to government for final government approval and signature.
  • Maintain supply and equipment inventory and control. Reorder supplies prior to depletion. Must be submitted for government review and approval. May not commit government funds.
  • Schedule routine and trouble maintenance on office equipment upon government request.
  • Maintain secondary records (convenience files) for 3 years. Discard secondary records, which have been closed for 3 years upon government request.
  • Participate in meetings to review and evaluate the care provided to patients, identify opportunities to improve the care delivered, and recommend corrective action when problems exist.
  • Participate in clinical staff quality assurance functions and clinic Performance Improvement/Risk Management Programs as prescribed by the Commander.
  • Attend command orientation. Orientations include initial training requirements (e.g., fire, safety, infection control, and family advocacy) and information systems orientation (including the Composite Health Care System CHCS), Armed Forces health Longitudinal Technology Application (AHLTA), and the Ambulatory Data Module (ADM), S3 Surgical Scheduling System). The Government reserves the right to adjust orientation schedules to meet mission and workload requirements.
  • Clinic orientation for the health care worker shall take place during regularly scheduled shifts immediately following the commencement of services.
  • Annual renewal of command-directed training requirements, including but not limited to: customer relations, disaster preparedness training, sexual harassment, family advocacy, and infection control and blood-borne pathogens.
  • Makes necessary arrangements for travel, arranging schedules of visits, making transportation and hotel reservations, notifying officials to be visited for the DMS Leadership.
  • Monitor, update, and review reports daily for support of 35 staff members.
  • Review and maintain over 150 patient files for complete and accurate information.
  • Greet, direct, and assist over 40 visitors/patients daily.
  • Schedule 20 new and follow-up appointments for patients.
Requirements
  • Must have a High School Diploma or higher.
  • Possess a minimum of one-year professional experience within the preceding three years working as an Administrative Assistant.
  • Must have experience with computers.
  • Must have experience and efficiency in word processing and data entry.
  • Must have experience in interpreting medical terminology, anatomy, and physiology, pharmacology, disease processes, and treatment modalities to the extent necessary for successful completion of performance requirements.
  • Must have the ability to understand, analyze, and interpret medical information. Must have experience in data collection techniques and medical data collection codes.
  • Shall have experience in verifying data and correcting errors.
  • Shall have experience in working with patient medical records.
  • Shall have experience in gathering data, compiling information, and preparing reports.
  • Shall be able to read, write, speak, and understand English well enough to effectively communicate.
  • Shall be knowledgeable of equipment and supply terminology and skill sufficient to identify and use necessary equipment and supplies properly.
  • Must be a U.S. Citizen.

Nalu Federal is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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