Administrative Support Assistant

About the role

The Administrative Support Assistant provides essential administrative support to the Chief of Staff service line - ensuring efficient operations and effective communication within the department. This role involves a variety of tasks that contribute to the overall functioning of the service line and support the delivery of healthcare services.

Responsibilities

• Administrative assistance to the Chief of Staff and associated staff - including managing correspondence - preparing reports - and maintaining records
• Directly assists the Administrative Officer (AO) - HSS and service lines within the COS line performing essential work in several vital functions or services such as: records management - publications and forms management - reports management - human resource management - fiscal and contract management - manpower utilization - and administrative processes and procedures
• Participates with management to address issues - resolve problems - and assist the AO with creating recommendations for correcting or improving the service line overall management
• Perform as a backup timekeeper for the COS office and backup timekeeper for or services within the COS line
• Serve as a backup timekeeper - entering employee work tours - validating timecards
• Organize and schedule meetings - prepare agendas - and take minutes to document discussions and action items
• Serve as secondary control point clerk for the fund control points (FCPs) of the service and complies with all acquisition regulations - as well as all federal VA and local policies and procedures to support the organization's mission and needs
• Serves as Service liaison to external and internal stakeholders
• Communicates through written documents - electronic communication - telephone - and face to face with all stakeholders while providing excellent customer service
• Assists the AO with reviewing - analyzing and interpreting incoming requests - recommending appropriate action or suggests appropriate alternatives - based on knowledge of internal operations - budgetary constraints and work priorities
• Tracks financial - personnel - supply - and other administrative transactions
• Will attain and maintain computer skills (e.g word processing - file management - VISTA program - EXCEL spreadsheets - PowerPoint) and communication tools such as MS Outlook - SharePoint and Meeting Room Manager

Qualifications