Administrative Support Assistant (OA)

Major duties

• Provides direct administrative support to several Education initiatives including patient - professional - and employee programs
• Affords assistance with organization wide education initiatives including collaborating with other services to arrange for space - audiovisual support - materials - speaker needs - and local marketing
• Maintains the facility calendar of education programs - updating it as events unfold
• Anticipates impact of changes such as unannounced surveys and adjusts the calendar accordingly - including making appropriate notification of affected employees and external stakeholders
• Supports the employee education program elements by serving as an information resource on programs - applicable rules and regulations - and processes for requesting education and associated follow up paperwork
• Includes initial management and tracking of budgets associated with physician education (as per current regulatory guidance) - employee education (based on prioritization level) - discretionary travel associated with employee education - and mandatory travel associated with Director driven initiatives
• Provides direct assistance to employees inquiring about these programs - including demonstrating moderate awareness of each program - eligibility requirements - and appropriate processes for applying
• Monitors for trends and recommends corrections - with analysis of implications for remainder of the year - to the Designated Learning Officer (DLO) and Connected Care Service Leadership
• Timely notification to services with virtual distributed budgets for employee education to ensure allocations are not exceeded and opportunities are realized for those services not using their allotment
• Consolidates annual funding estimates from other services based on local and facility wide education needs assessments into an annual budget forecast for the organization
• Organizes estimates by appropriation - object class - and line item following current budget instructions for each service in a “virtually disbursed” budget and prepares required supporting documentation for expenditures such as employee travel - training - and office equipment and supplies for the service
• Affords assistance to other program support assistants from other services in preparing these documents

Qualifications

• To qualify for this position - applicants must meet Minimum Qualification requirements by the closing date of this announcement - 07/27/2026.
• Examples of minimum qualifications would typically include - but are not limited to: extract information from various sources to analyze and apply standard interviewing or surveying techniques to resolve issues; use word processing and various software programs to create - modify - and retrieve various types of documents - written correspondence and reports; reviews documents - reports - and/or applications for omissions and inconsistencies; assists in development of informational handouts - brochures - and guideline materials; manage multiple assignments simultaneously.
• In addition to meeting Minimum Qualifications the following is required: Typing Proficiency: In addition to meeting the experience requirements - you must be able to type at least 40 words per minute. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. For more information on these qualification standards - please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.