Administrative Support Assistant

Administrative Support Assistant

Duties include but are not limited to:

• Serves as primary timekeeper and subject matter resource for the VA Time and Attendance System (VATAS) for P&LMS employees and maintains timekeeping records for contract and trainee personnel.
• Initiates, tracks, and processes personnel actions including appointments, onboarding, training requests, faculty appointments, privileging documentation, and renewal actions.
• Coordinates continuing education and Talent Management System (TMS) compliance records to ensure adherence with accreditation and training requirements.
• Provides administrative coordination for travel requests, conference attendance, education requests, tuition support documentation, and SF-182 processing.
• Maintains provider credentialing, privileging, OPPE/FPPE documentation, provider specific folders, and related records in compliance with Joint Commission (TJC), College of American Pathologists (CAP), Office of Inspector General (OIG), FDA, CLIA, and VA requirements.
• Maintains calendars and schedules for supervisory and professional staff, coordinating meetings, conferences, deadlines, and administrative follow-up actions.
• Screens telephone calls, visitors, correspondence, and inquiries, independently resolving routine matters and referring complex issues to appropriate staff.
• Attends meetings, records minutes, tracks action items, and follows up on assigned suspense items to ensure timely completion.
• Develops, organizes, maintains, and updates administrative filing systems, office procedures, organizational charts, callback rosters, reference materials, accreditation files, and administrative records.
• Serves as liaison between P&LMS and internal/external stakeholders including Human Resources, Education Service, Fiscal Service, Logistics, affiliated academic institutions, contractors, accrediting agencies, and other clinical services.
• Serves as inventory management support assistant for P&LMS and maintains accountability records for government-owned equipment, supplies, and related assets.
• Coordinates equipment inventories, reconciles discrepancies, tracks equipment status, and assists with equipment turn-in and replacement actions.
• Maintains supply ordering records, shipment tracking information, invoices, and procurement documentation.

Work Schedule: Monday - Friday 7:30am to 4:00pm

Telework: Available on a Ad-hoc basis.

Position Description Title/PD#: Administrative Support Assistant/PD008320

Physical Requirements: The work is primarily sedentary; however, the position may require some walking, standing, bending, carrying files or supplies, and prolonged computer use. The work is performed primarily in an office and hospital environment involving normal risks and safety precautions associated with an administrative setting.