Administrative Support Assistant

Administrative Support Assistant

Assists the Administrative Officer with all service-level activities involved in the recruitment and hiring of new physicians, technical staff and administrative personnel. This will include advertisements for direct internal hires for clinical positions, will schedule and set up interviews, travel coordination and reimbursement processing for Physician candidates in Primary Care.

Credentialing duties which include gathering documents getting approvals for new employees, serving as the primary point of contact for Primary Care with MSO for the maintenance all off current credentials, and privilege. Coordinating the onboarding of new employees which may include pharmacy card access, systems access, key assignment, coordination for New Employee Orientation and ensuring all relevant information is obtained. Coordinates for the scheduling of Nursing Orientation with Nursing Education Office for the required in person training (CPRS, VISTA etc.).

Supports the offboarding process through consolidation, quality control, and routing of Exit Review Forms (ERF) for Human Resources, Fiscal, and Medical Staff Office (MSO). Ensuring that all personnel exiting Primary Care (transfers, retirements, resignations etc) are properly removed from relevant systems in accordance with appropriate policy. Will submit the relevant MSS actions and utilize established HR processes to facilitate this process. Responsible for preparing administrative board actions for nursing, which include collection of appropriate documents, preparation of board packets preparation of board packets, and ensuring that all relevant documents are provided to Nursing Service for board action. Coordinates with Human Resources Management, Fiscal, Quality Management, IT and Chief of Staff to ensure all activities are completed in a timely manner.

Responsible for tracking all staffing activity within the different clinics and CBOC's for entirety of the service and developing weekly reports for Primary Care Leadership Operations Meeting. Tracks and reports provider licenses, Basic Life Support (BLS) and Advanced Care Life Support certifications and their expirations for approximately 400 personnel. Tracks over 300 Focused Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) monthly.

This includes knowing who is due each month and reaching out to the Physician Supervisor for signature and follow up to ensure all Physician positions are getting spot checked for quality of care they provide. Tracks, facilitates, and reports on the renewal of all Provider privileges with MSO and Quality Management (QM) on a monthly basis.

Acts as Liaison with the Human Resources office, asses incoming requests for personnel support and through experience and understanding of applicable regulations, works with Primary Care Supervisors to submit the relevant HR action to the appropriate HR office for processing. Assists by updating relevant trackers for Primary Care Leadership on systems that maintain personnel-related records such as performance ratings, training certificates, and CAF folders.

Assists the Primary Care Administrative Officer in personnel matters involving leave administration (Family and Medical Leave Act (FMLA), Advanced Sick Leave, etc.), training issues, and employee relations. By advising employees supervisor on what is needed to submit for approvals and related actions. Serves as a subject matter expert on the processing of administrative actions through existing automated information systems such as, LEAF and MSS. Guides Primary Care Supervisors in navigating the process, educating, and supporting as necessary to ensure timely and accurate processing. Reviews all administrative actions requiring Service Chief approval and coordinates processing. Subsequently tracks all actions and follows up throughout to ensuring timely processing. Serves as a backup to Primary Care Supervisors across nine different locations for the initiation and processing of all administrative actions.

Provides guidance on recruiting activity, referral of job candidates, the selection process, and on/off-boarding of all Primary Care staff to managers and supervisors within Primary Care. Assists in the development and evaluation of performance standards and will aid in monitoring and counseling staff on performance related issues. Service Automated Data Processing Application Coordinator (ADPAC).

Work Schedule: Monday-Friday. 8:00am-4:30pm. Full Time

Telework: This position may be authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant / PD01670A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized