Program Support Assistant

Duties

Duties may include but are not limited to:

• Receives and screens incoming telephone calls and refers them to the appropriate staff when unable to resolve issue and/or concern demonstrating professional code of conduct and effective/polite communication to provide exceptional customer service.
• Maintains the Chief Nurse's schedule via outlook calendar and reschedules appointments needed/required by Chief Nurse.
• Schedules and plans meetings including space and auto-visual reservations, notifying attendees, preparing agendas, arranging meeting rooms, transcribing, and distributing minutes.
• Responsible for transcription, routing, distribution, maintaining files, and uploading to Share Drive any minutes and/or documents from designated Nursing Service and/or assigned meetings within the overall Nursing Service.
• Prepares, routes, and tracks internal and external correspondence and documents and processes incoming and outgoing correspondence.
• Tracks all proficiency/performance reports, emailing NMs reminders of upcoming due dates and reporting reminders monthly in Chief Nurse/NMs meetings.
• Identifies ways to streamline and improve processes related to time management and record keeping ensuring accuracy, timeliness, and compliance.
• Maintains competency assessment folders for the Chief Nurse, Nurse Managers, and other Nursing Service staff to ensure compliance with annual mandatory education/training and functional statement reviews.
• Establishes and maintains Nursing Service local HR and personnel files, i.e., proficiencies, performance appraisals, disciplinary actions, patient issues, etc.
• Ensures nursing database and spreadsheets are up to date to maintain service compliance.
• Knowledge of database/spreadsheet design and building as needed for EXCEL functions, tables, charts and/or graphs to ensure monitoring and tracking is maintained for clinical pertinence, leave usage reviews, service data collection, and other tracking for regulatory compliance.
• Assists with scheduling interviews for new positions by calling applicants and setting up interview room location. Scans interview sheets and any needed documentation into USA Jobs / Selection Manager to facilitate efficient hiring practices.
• Responsible for key control, timekeeping, mail, IT requests, onboarding/access of new employees, ordering office supplies, correspondence control, and records management.
• Knowledge of key and supply orders to ensure timely entry and receipt to maintain production of service area par levels.
• Resolves and/or assists in resolving a variety of complaints by patients and/or employees.
• Performs other tasks and duties as assigned.

Work Schedule: Full time. Monday through Friday - 7:00am to 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/ PD23063A

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.