Program Support Assistant

Job Title

Program Support Assistant

Duties

The duties include:

1. Review and validate timecards for all Time and Leave (T&L) units within the Anesthesiology Service Line and hold Delegation of Authority (DOA) for secondary timekeeper in designated supporting service lines.
2. Organize and maintain administrative files and tracking systems for documents submitted to the Medical Center, Credentialing Office, Human Resources, and other departments. Maintains required service-level personnel documentation, including Basic Life Support (BLS) certifications, professional licenses, national certifications, and clinical privileges, ensuring all records are current and compliant with applicable requirements.
3. Responsible for Personal Identity Verification (PIV) sponsorship, processing Electronic Permission Access System (EPAS) requests, coordinating National Provider Identifier (NPI) and Person Class Code assignments, and establishing electronic signature blocks.
4. Prepare and disseminate on-call and operating-room coverage information within the department, Operating Room, Switchboard Operators, and additional designated areas.
5. Prepare and assemble time-sensitive document packages, including Patient Advocate Tracking System Replacement (PATS-R) responses, Congressional inquiries, Extra Views, Issue Briefs, travel documents, education requests, and other materials, and submit to the Director's Office in accordance with established procedures. Prepare and route travel and education requests and track them through final approval.
6. Provide administrative support to the Committee Chair for the Moderate Sedation and Invasive Procedures Committee, Pain Committee, and other assigned groups by attending required meetings, taking notes, and distributing accurate minutes and invitations.
7. Assist residency and fellowship program directors with onboarding medical students, residents, and fellows, working closely with affiliate program administrators to review and verify rotation schedules.
8. Perform office automation work utilizing computer software applications (i.e., MS Word, Excel, Outlook, Power BI, Teams, Vista), and provide administrative support to the service line manager, section chiefs, and administration officer. Consistently communicates and treats internal and external customers in a courteous, tactful, prompt, and respectful manner.

Work Schedule: 7:00 am-3:30 pm Monday-Friday. Work Schedule is subject to change based on agency need.

Telework: Ad-Hoc Virtual: This is not a virtual position.

Position Description/PD#: 508-110080-0 PD502230

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized