Address
Form of workROLE AND RESPONSIBILITIES
The Executive Administrative Assistant is responsible for providing high- level administrative support and other assistance as requested within the IRMAC by working collaboratively with Executive-level staff in the day-to-day and long term operations of the IRMAC, keeping daily operations running smoothly, by providing their organizational ability, interpersonal and communication skills, and wealth of industry knowledge.
QUALIFICATIONS
MANDATORY KNOWLEDGE AND SKILLS:
• Ability to use sound judgment and discretion when working with various levels within and outside the organization.
• Experience in senior-management level presentations, coordinating multiple inputs to recurring and non- recurring presentations.
• Expertise in numerous software programs such as Microsoft Word; MS Excel; Windows 2000/XP; Microsoft Outlook; a desktop publishing program and will be familiar with other MS Office and common windows-based applications.
• Strong interpersonal skills to professionally interface with clients and staff.
• Superior customer service and organizational skills in telephone and in-person interactions.
• Demonstrated experience working with minimal supervision or direction to plan, coordinate and organize projects.
• Highly organized, detail-oriented with strong organizational skills and ability to work effectively and independently, as well as part of a team, with a positive attitude.
• Ability to perform difficult, complex and detailed clerical and administrative work with accuracy.
• Excellent oral and written communication skills.
DUTIES AND RESPONSIBILITIES:
• Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers and submitting invoices, and monitoring office supplies, handling requests and queries appropriately.
• Ensuring good working order of equipment, troubleshooting equipment issues, notifying appropriate personnel of issues and monitors/tracks and reports out on resolution.
• Serving as Key Control Monitor.
• Serving as the IRMAC POC for the Biometric Fingerprint Scanner.
• Coordinating between departments and operating units in resolving day-to-day administrative and operational problems, and coordinating daily calendars of senior leadership.
• Scheduling and coordinating meetings, projects, interviews, events, and other similar activities.
• Sending out, receiving, and distributing mail and packages.
• Preparing business correspondence (often using word processing, spreadsheet, and presentation computer software).
• Sending and receiving faxes, and maintaining files.
• Performing independent research as necessary with minimum guidance.
• Attending off-site meetings throughout the NCR Medical Directorate (MD) as necessary to represent the IRMAC as the Chief Administrator and, taking minutes or preparing task lists for distribution to staff as requested.
• Taking dictation and minutes and accurately entering data.
• Maintaining Staff confidentiality.
• Submitting time and attendance using ATAAPs software. This includes but is not limited to collecting time and attendance data from sign in logs, and entering GS employees' time and attendance as instructed by the ATAAP's Administrator.
• Performing Administrative duties that support referral and appointment management, applicable information and communication management and other duties in support of MHS beneficiaries.
• Receiving patient calls and determining appointment needs according to managed care rules.
• Searching for patient demographics in CHCS.
• Verifying patient eligibility status.
• Providing clinic appointments access, T-cons to doctors and administrators.
• Scheduling appointments when needed.
• Referring patients to appropriate MTF.
• Advising patients on location of clinics.
• Initiating calls to patients to process waitlist if needed.
• Compiling information into statistical reports.
• Spot checking scheduled appointments.
• Assisting the QA staff.
• Using the AHLTA system to input telephone consults and related patient data.
• Providing daily and weekly updates to the Chief of the IRMAC, Director of the IRMAC and leadership concerning calendar issues/contradictions/need for modifications/coordination with other staff and meetings.
• Collecting and analyzing data as well as responding to oral and written inquiries from the IRMAC leadership.
EDUCATION AND SPECIAL REQUIREMENTS:
• Bachelor's degree, equivalent business school certificate, or higher, with 6 years or more related experience. If education or experience is used to meet the specialized requirements of this position, it must be directly related to Business Administration.
UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES:
Specific military systems include, but are not limited to: The CHCS, MHS GENESIS, AHLTA, ICD programs, government data repositories such as P2R2 Virtual Analyst, M2 Data Mart, EDW, Population Health Operational Tracking and Optimization System, DMLSS, Medical Expense and Performance Reporting System, Automated Time Attendance and Production System (ATAAPS), CMS, Defense Pharmacy System, Radiology and PACS, Automated Business System and Commanders' Resource Integration System.
