Management Assistant; Analysis

Position: Management Assistant (Analysis)
The Primary Purpose of the Position is to serve in the capacity as a Management Assistant to the Chief of Medicine Service, the Administrative Officer, and Supervisory Management Analyst and support the day to day operations of their assigned section(s) as well as the Medicine Service in general. The Organizational Location of the Position is Medicine Service, South Texas Veterans Health Care System (STVHCS), San Antonio, TX.

Duties may include but are not limited to:

* This position provides key day to day support of the Medicine Service to include clerical duties such as meeting minutes, mailings, faxing, reception, in addition to many more advanced responsibilities such as timekeeping, purchasing, clinical and research data collection at multiple sites, equipment management, Assistant Automated Data Processing Application Coordinator (ADPAC) duties, support of Human Resource (HR) and Medical Staff Office (MSO) processes, and interfacing with our patients by phone and face to face.

In addition, Medicine Service has both professional as well as managerial/financial responsibilities;

* Administrative duties include the upkeep of administrative continuity books, memorandums, service line agreements, and service policies, preparation of clinic activations, changes, deactivations, and routing of clinic cancellation forms. Ensure updates to emergency cascade rosters and the emergency and safety plans and attend associated meetings. Assist with evaluation and maintenance related to environment of care requirements. Collect, submit, and update clinical on-call rosters in a timely manner.;

* Among the primary duties is to perform the routine, procedural, or standard assignments that support management/program functions. The incumbent will perform many different kinds and combinations of work at different organizational levels. Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. The incumbent will apply policies and procedures to assist physicians, nursing staff, technicians and other personnel in understanding and using the systems;

* The Management Assistant will perform work related to the purchasing, processing, distribution, collection and inventory of supplies and equipment, as well as, the processing and maintenance of Medicine Service Equipment Inventory Lists (EIL). Creates models for organizational charts and understand the principles of management, in order to perform work required by the Service Chief, Administrative Officer and the Supervisory Management Analyst.

Assists professional staff and handles administrative functions for the office. Assists with Federal travel process and serves as an alternate preparer for the web based travel system. Also serves as coordinator for all travel arrangements of full-time physicians, part-time physicians, Title 5 staff and Title Hybrid 38 staff. Determines per diem costs and obtains airfare information to ensure all travel forms, memos and funding requests are submitted accurately and in a timely manner.

Upon return, ensures claim forms are accurately submitted for reimbursement of all expenses.

* Searches historical files for readily available background information such as recent staff or functional changes, organizational charts, mission and function statements, and position descriptions. Verifies that position descriptions and functional statements are appropriate and updated with respect to title and grade and verifies codes and symbols are correct. Verifies and corrects discrepancies with HR and Fiscal Service memos and other documentation;

* The incumbent applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations involving direct patient care, disease management, equipment oversite, and workforce management. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of the Medicine Service such as records, directives, mail, or forms management systems;

* Incumbent will track all credentialing, background investigations, and HR actions including timekeeping, tour of duty & fee basis memos, staff in-processing/out-processing, and the annual appraisal process. In addition, they will assist with MSO and Section Chiefs and supervisors in the credentialing processes to include routing and uploading the Ongoing Professional Practice Evaluation/Focused Professional Practice Evaluation (FPPE) documents, assisting with the clinical chart review process, and submission and routing of specific documentation in order to complete privileging and re-privileging packets for physicians.

Incumbent submits HR actions in the Website Based Human Resources System for leadership review and approval;

* Other duties as assigned.

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