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    Duties

    Summary

    The Secretary (OA) is part of the administrative leadership team reporting directly to the Business Manager of the Service Line, serves as the Administrative Specialist within the Business Office of Hospital and Specialty Medicine (HSM) service line and assists in the operations of all administrative programs and elements in the service line.

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    Responsibilities

    Major Duties Include, but are not limited to:

    • Responsible for the smooth and efficient daily operation of the administrative aspects of the Service Line. In addition to responsibility for VA matters and procedure, the incumbent must, because of the unique University relationship, be aware of the UW School of Medicine policies and issues of concern as they affect the section. S/he acts as administrative liaison between the offices of the University Department Chair and the Care Line.
    • Assigns workload to subordinate offices as necessary in response to meet the needs of Chief as needed to complete work or respond to requests from leadership. Coordinates the work of the office with the work of other offices to meet the business needs of the organization.
    • Gathers and maintains information and statistical data for recurring and nonrecurring Medical Center and University reports.
    • Creates and maintains a comprehensive and orderly file system for the Chief to include correspondence, travel, clinical activities, faculty matters, some budgetary and fiscal items, and suspense action items.
    • Receives and controls all incoming correspondence addressed to the Chief and the Administrative Officer. Routes mail to the appropriate section, screens items and provides a direct response where such a response is appropriate and within his/her purview.
    • Reviews outgoing correspondence for procedural, grammatical and typographical accuracy. Particular attention to correspondence to facility Director, VISN, VA Central Office and local congress/senate offices.
    • Inventories and orders all office supplies for the HSM at both divisions in Seattle and AMLK.
    • Serves as primary timekeeper for HSM staff on the Seattle and American Lake campus and backup timekeeper for all other time and leave groups at all locations within HSM. Acts for Chief in application of all leave policies and procedures.
    • Organizes, schedules and handles logistics for conferences, meetings, interviews, as needed for Chief and Service Line.
    • Generates agendas, takes minutes and independently notes and follows up on commitments made at meetings and conference by staff members.
    • Coordinates HSM service level Credentialing & Privileging process. Issues necessary clinical record reviews to clinical staff on behalf of the Chief. Maintains all necessary documents to keep all HSM clinicians and the HSM Service Line in compliance at all times.
    • TMS Administrator for all employees in HSM Service Line. Creates accounts for all new Service Line employees, runs reports necessary to assure compliance with various mandates and supports employees with administrative needs such as password resets.
    • Serves as 300 level ADPAC. Attends training within ADPAC program and maintains ongoing skill expectations.
    • Ensure all trainees complete necessary training to receive PIV badge with encryption.
    • Completes all requirements necessary for trainees and new employees to have timely access to the VA Puget Sound LAN and CPRS.
    • Maintains records to include publishing reports and ensuring compliance.
    • Builds and maintains database necessary for tracking all community Hospice placements, partner agencies and funding sources.
    • Acts as Record Liaison for all HSM clinical services on the Seattle campus as well as staff at Fort Lawton, Port Angeles and community nurses working throughout Western Washington.
    • Triages all incoming phone calls and determines the best options to provide the customer (internal and external) with the best possible outcome in the most expeditious manner.
    • Maintains community resource files; proficient at finding additional resources electronically to more readily meet customers' needs.
    • Liaison with all external organizations who work with HSM service on various programs, such as the University of Washington, Madigan Army Medical Centers and the Washington State Department of Veterans Affairs.
    • Responsible for establishing and maintaining a customer friendly office environment which supports a wide range of clinical and administrative functions.
    • Uses own judgment and discretion in dealing with complex patient needs or in handling irate veterans and family members while ensuring that all privacy guidelines are met.
    • Develops, maintains and oversees the system for flow of communication to and from HSM. Provides training on format, procedures and protocol when necessary.


    Work Schedule: Monday - Friday 8:00 am - 4:30 pm
    Telework: Not Available
    Virtual: This is not a virtual position.
    Position Description/PD#: Secretary (OA)/PD411470
    Relocation/Recruitment Incentives: Not Authorized
    Financial Disclosure Report: Not required

    Travel Required

    Not required

    Supervisory status

    No

    Promotion Potential

    None

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/600765900. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.