Program Support Assistant

Program Support Assistant

Help Responsible for answering phones, screening, and prioritizing calls, greeting, and screening visitors and directing them to appropriate individuals, scheduling meetings, booking rooms, and assisting other staff as needed.

Major duties include but are not limited to:

• Serve as the point of contact for the Medicine Office, giving administrative support to the Chief of Medicine, Assistant Chief of Medicine, Residency Associate Program Director, and Clerkship Site Directors.

• Generate and update weekly, ward, call, and attending schedules, and make sure they are accurate and posted on the shared drive.

• Maintain the Clinical On-Call calendar, and keep onboarding, computer access, and other files for medicine interns, residents, fellows, and staff physicians.

• Act as lead sponsor and point of contact for medical and physician assistant students in the USAccess Program to issue PIV badges.

• Administer the University of Minnesota's MedHub, E*Value, and New Innovations systems, including entering data, running reports, and tracking evaluation completion.

• Coordinate administrative support for medical student clerkship and rotation programs, including onboarding, network access, tutoring schedules, and communication with university coordinators.

• Serve as lead ADPAC (Automated Data Processing Application Coordinator) and TMS Administrator for medical and PA students, including entering ePAS requests, submitting Helpdesk tickets, and running training reports.

• Compose, type, and proofread correspondence, meeting minutes, reports, and memos for accuracy of spelling, grammar, format, and medical terminology.

• Schedule medical conferences, meetings, and educational activities, including reserving rooms, sending virtual invitations through MS Teams or WebEx, preparing agendas, and tracking attendance.

• Maintain Field Accreditation Service (FAS) documentation so providers can receive continuing medical education credit.

• Serve as the service timekeeper and backup timekeeper, and review resident timecards for errors before sending them for verification.

• Request and issue supplies, equipment, keys, and work orders, and keep records of all transactions.

• Perform other duties as assigned.

Work Schedule: Monday - Friday, 7:00am - 3:30pm

Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD608230 and PD608220

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Authorized

Permanent Change of Station (PCS): Not Authorized

The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

US Department of Veterans Affairs