Administrative Support Assistant

Administrative Support Assistant

The incumbent serves as the Administrative Support Assistant (ASA) to the Section Chief within the Medical Subspecialties Services Division. The position provides administrative, technical, and clerical support for management and program analysis activities aimed at improving efficiency, effectiveness, and productivity. The ASA acts as liaison between the Section Chief, Administrative Officer, Clinic Nurse Program Managers, other divisions, and the academic affiliate (Medical College of Wisconsin). Major duties include scheduling and coordinating appointments; arranging meetings, reserving space, notifying participants, and preparing minutes; managing correspondence, consults, and specialized documentation; ensuring licenses/registrations documents are on file, updated, and tracked as required by the Human Resource Department; preparing reports using Word, Excel, Access, and Vista; being independent in running and customizing weekly and monthly consult management reports ensuring patients are being scheduled in a timely manner; maintaining agendas, participating in team huddles, and serving as communication liaison; tracking clinic cancellations and developing contingency plans for urgent clinic cancellations; maintaining physician pay-for-performance documentation; coordinating physician departures and clearance processes; typing proposals for grant which would require review of existing rules and regulations for each grant type; acquiring specialized knowledge in the assigned medical subspeciality that helps in coordination of requests for clinical needs; maintaining time and attendance records for physicians and residents using VATAS; ensuring compliance with VA and MCW timekeeping policies; submitting resident timekeeping sheets; preparing schedules, variable tour memos, and audit documentation; reviewing labor mapping with Section Chief for updates that can occur biweekly; completing memos and forms related to variable tours; answering multi-line phones, routing calls, and assisting patients and staff courteously; coordinating resident and medical student rotations; creating master rotation and on-call schedules, including the off tours schedules; verifying credentials and privileges; providing assistance to physicians in maintaining their VA mandatory education requirements; serving as ADPAC Coordinator; troubleshooting hardware/software issues; checking weekly late/delinquent patient discharge summaries and notes; notifying residents, fellows, and attendings; developing a plan to correspond with those that are part-time at the VA; assisting with travel arrangements including preparing authorizations and vouchers; preparing room reservations, work orders, and performing audits. Performs other duties as assigned.

Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm

Telework: Not Eligible

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD25274A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized

US Department of Veterans Affairs