Administrative Support Assistant

Job Title

Administrative Support Assistant

Duties

Helps collects, compiles, and tracks data for all department programs and uses this information to support performance improvement efforts. Identifies data needs, pull information from multiple sources, and produce required reports. Manages all recruitment and in-processing activities, including contacting and scheduling candidates, documenting all correspondence, and maintaining records of resume reviews, interviews, selections, and related actions. Prepares onboarding packages, verify required information across and coordinate with facility staff to complete onboarding and orientation. Oversees the issuance and maintenance of Federal Identification Badges for staff, resolving security card issues such as access problems, name changes, and lost or stolen cards through the security portal. This requires clear communication with police and human resources personnel. Provides system access and orientation for staff, including software programs, electronic drives. Coordinates and tracks agenda items, presentations, reports, minutes, attendance, and standards for multiple monthly meetings. Manages the receipt and organization of agenda items, minutes, and presentation materials for accreditation surveys. Researches, acquires, and develops program information and resource materials to support policy and technical activities. Conducts database and publication searches to extract, summarize, and compile information, and assist with obtaining and scheduling program resources. Monitors program operations and recommend improvements to information distribution, maintain adequate supplies, and schedule personnel as needed. Documents and maintains historical records of activities across health care system. Serves as Timekeeper and prepares, maintains, and submits Time and Attendance reports for assigned employees. Posts all exceptions to normal tours of duty, confirm employee and supervisor approval of time and attendance records, and process adjustments or corrections as needed. Ensures overtime and compensatory time entries are approved and correct before certification. Serves as the training database coordinator, reviewing learning plans and histories, resetting passwords, unlocking, reactivating, and deactivating accounts. Enters credit in database when needed, update fields such as supervisor or email, assist employees with using their accounts, and run reports. As security badge sponsor, confirms the need for a badge, requests issuance after identity proofing and background checks, and manages reissuance for expired or lost credentials. Establishes and maintains office technical and administrative files in accordance with regulations and manages the service line administrative drive and all electronic files, including sensitive and personnel documents. Prepares correspondence, memoranda, internal policies, protocols, and standard operating procedures in final format. Prepares meeting agendas and minutes and serve as recorder when assigned. Assists with interviews by arranging phone, in-person, or video meetings. Manages clerical functions, including answering and triaging calls, taking messages, maintaining the staff calendar, preparing letters and documents, typing and formatting meeting minutes, handling correspondence, and obtaining supplies, equipment, and publications. Maintains standardized files and records, including confidential materials, and maintain infection control policies for the department. Records and maintains data for performance improvement projects and collate data, including some chart extraction. Assists in producing training manuals, brochures, posters, and other training materials and obtain needed equipment and visual aids.

Work Schedule: Monday thru Friday, 8:00AM - 4:30PM

Position Description/PD#: Administrative Support Assistant/ PD14223A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized