Program Support Assistant

Program Support Assistant

The Program Support Assistant's duties include records management, timekeeping, training coordination, work orders, and maintaining the inventory of office supplies. This position supports the daily flow of operations of Nursing Service and the functions within. The incumbent provides a complete range of program support which includes customer service coordination, creating authorizations for Nursing Service, data analysis, and graphing.

Major duties include, but are not limited to:

• Timekeeping
• Performs timekeeping and related duties using automated reporting system (VATAS) and AcuStaf labor management software suite; ensures time is posted daily and accurately.
• Post timesheets for employees assigned to their Time and Leave (T&L) Units.
• Assists employees in the preparation of correspondence for requesting leave; reconciles discrepancies in leave and payment, coordinates with the payroll office.

• Data Collection & Tracking Support
• Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the organization's Nursing Service operations.
• Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data.
• Performs a basis analysis of the data and generates a variety of reports.
• Coordinates incoming data from a variety of sources. Reviews documents, reports, and ensures data entry is complete and accurate.
• Enters pertinent information into an automated tracking system.
• Maintains automated system of Nursing Service program(s)- specific data to track such items as project progress reports, compliance strategies etc.

• Program Resources Services and Support
• Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the organization.
• Assists with special research projects in support of the policy development and/or technical/program activities.
• Assembles and summarizes data, background information, and other materials from other sources.
• Completes special projects in support of VATAS, policy development, and/or technical program activities of the organization.
• Assists in the acquisition; development; and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and report; agency staff and/or volunteer personnel; and/or needed program equipment, such as telephones; computer and printers; fax machines; etc.
• Performs a variety of administrative duties in support of the professional staff.

• Typing/Word Processing
• Performs typing work using word processing software and equipment.
• Takes minutes as required for Nursing Service committees, task forces, policies, procedures, and standards after securing appropriate signatures; records, types and distributes.
• Type letters, reports memoranda, rosters, mailing lists, and other general office material.
• Utilizes basic software and printing functions.
• Types specialized terminology, such as from the fields of medicine and science, and utilizes special reference materials.
• Prepares materials for publications, such as pamphlets; forms; graphs; technical manuals; or comparable items.

• Information Receptionist
• Receives and directs callers, patients, and visitors.
• Provides information about the organization as well as Nursing Service.
• Receives and/or gives out forms and assists community agencies with the completion of forms or documents.
• Directs patients, visitor, and callers to appropriate staff member based on specific request or by ascertaining the nature of the call.
• Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the programs' policies, directives and instructions.

• Maintains Appointments, Calendars and Schedules
• Schedules appointments, coordinates meetings, and/or schedules conferences.
• Provides general calendar, maintenance, clerical services, such as maintaining calendars and recording appointments; arranging for meeting and small, conference administrative details; or following up on action items with appropriate staff members independently.

Work Schedule: Monday - Friday, 7:30am - 4:00pm

This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD595-01207A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not authorized