Program Support Assistant

Job Title

Program Support Assistant

Job Description

Major duties include but are not limited to the following:

• Functions as the primary timekeeper for the Pharmacy Service, maintaining accurate records of pay, allowances, leave, and attendance in strict compliance with current regulations.
• Oversees recruitment and staffing by screening applications, conducting candidate interviews, verifying professional licensure with state boards, and coordinating hiring actions with Human Resources.
• Tracks mandatory facility-wide training, continuing education, and staff competencies, ensuring timely completion and documentation within the TMS system.
• Coordinates the onboarding process for new employees, issuing administrative policies, procedures, and basic training for internal software applications like VISTA and VATAS.
• Administers personnel management matters, including developing organizational charts, monitoring sick leave usage, and recommending personnel actions such as promotions, awards, and disciplinary measures.
• Interprets and ensures service-level compliance with EEO, affirmative action, and labor relations goals, assisting supervisors with counseling letters and adverse actions.
• Manages confidential records and paperwork related to workers' compensation, light-duty assignments, and investigations into discrepancies, theft, or employee misconduct.
• Provides high-level administrative support to the Chief of Pharmacy and supervisors, managing calendars, scheduling meetings, opening and distributing mail, and handling incoming/outgoing correspondence.
• Prepares confidential memoranda, reports, and congressional responses within strict deadlines, while independently editorializing communications for clarity.
• Tracks, monitors, and maintains all service policies and procedures, alerting professional staff when updates are required.
• Coordinates quality improvement initiatives, tracks medication errors, collects data for risk management, and prepares routine reports to meet JCAHO and regulatory requirements.
• Serves as the primary administrative liaison for medical records, engineering work orders, and consumer affairs activities, while managing office supply inventories.
• Controls physical security within the service by ordering, receiving, maintaining, and delegating door keys and combinations to ensure the safety of stored pharmaceuticals and supplies.
• Conducts organizational and space-utilization studies, analyzing data to identify operational bottlenecks and recommending corrective actions to top management.
• Represents leadership in non-clinical matters during their absence, serving on various committees and coordinating activities across hospital services to support the patient care mission.
• Assists in developing the annual budget plan, conducting thorough budget reviews, and forecasting financial needs based on service priorities.
• Establishes, organizes, and maintains a rigorous system of internal controls for managing funds across allocated cost centers.
• Verifies daily fund availability across all account categories to prevent over-obligations in sub-accounts or general ledgers.
• Reconciles financial reports with actual expenditures, investigating discrepancies and acting as the primary liaison with Fiscal Services and Administrative & Material Management (A&MM).
• Manages pharmacy procurement and contracting operations by preparing purchase requests, evaluating project proposals, and maintaining meticulous records.
• Determines appropriate costs, performs cost analyses, writes sole-source justifications, and communicates effectively with external contractors.
• May serve as a Contracting Officer's Representative (COR) to oversee contract performance and compliance.
• Oversees property management by preparing documents for property accession and de-accession, maintaining inventory of non-expendable equipment, and conducting periodic utilization surveys to ensure economical and efficient resource use.

Work Schedule: Monday - Friday, 7:30AM - 4PM

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD20C850

Relocation/Recruitment Incentives: Not authorized

Critical Skills Incentive (CSI): Not authorized

Permanent Change of Station (PCS): Not authorized