Administrative Assistant

SUMMARY

Provides administrative, clerical, and office management support to the Soldier Recovery Unit (SRU) command section, executive staff, Soldiers, military personnel, and Civil Service personnel. Responsibilities include managing correspondence, calendars, travel, personnel actions, records, reports, databases, patient appointment information, and other administrative activities. The Administrative Assistant handles sensitive patient information in accordance with HIPAA requirements and may work independently on projects involving research, briefing charts, and presentation materials.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Perform general administrative and secretarial duties, including filing, answering telephone calls, scheduling appointments, coordinating travel, and maintaining records.
• Provide administrative support to executive staff and the SRU command section, including office management responsibilities related to budgeting, personnel records, and payroll.
• Work independently on assigned projects requiring research and the preparation of briefing charts and other presentation materials.
• Receive SRU Veterans Affairs (VA) and Individual Disability Evaluation System (IDES) appointment notifications and forward them to the appropriate Nurse Case Managers, Company Commanders, First Sergeants, Cadre, and Soldiers.
• Monitor patient attendance at scheduled appointments using MHS GENESIS and record attendance in the applicable appointment-tracking spreadsheet.
• Contact the appropriate Registered Nurse Case Manager, Medical Support Assistant, agency representative, or staff member to assist unscheduled walk-in patients and their family members.
• Notify Veterans Affairs representatives, Federal Recovery Coordinators, Transition Liaison Specialists, or other appropriate staff when patients, family members, or visitors arrive.
• Relay sensitive patient information to designated personnel in accordance with HIPAA regulatory guidance.
• Support oversight of the Nurse Case Manager on-call program by checking voicemail, taking messages, and returning calls.
• Provide duty and orientation information supplied by the supervisor to personnel reporting for staff duty, including requesting communications pagers.
• Complete MODS and COPS slide reports when the Senior Nurse Case Manager is unavailable.
• Assist Warriors and military and Civil Service personnel with matters related to the command section.
• Process and track personnel actions requiring command-section signatures.
• Track leave, passes, and other major calendar events for Cadre and staff.
• Maintain calendars for the SRU Commander, Command Sergeant Major, and Battalion Executive Officer.
• Prepare military correspondence between the battalion, Brooke Army Medical Center (BAMC), and other outside organizations for the command section.
• Maintain personnel and quality assurance systems and databases, including the Table of Distribution and Allowances database and Army Training Information System.
• Accurately account for personnel on the Daily Status Report.
• Initiate and coordinate strength-management actions involving Officers, Warrant Officers, Enlisted Warriors, and staff.
• Compile, track, edit, update, and distribute periodic reports, rosters, and procedures, including alert rosters, emergency contact information, TDA position alignment, barracks inspections, and staff rosters.
• Use the Defense Travel System to arrange official travel, including flights and rental vehicles, for authorized unit personnel and create profiles for SRU Wounded Warriors.
• Coordinate and receive Playaway audiobooks from BAMC volunteers and make them available.
• Support the Warrior Family Support Center, Soldier and Family Assistance Center, United Service Organizations, and other outside agencies by distributing their event calendars to staff and Soldiers.
• Update applicable medical and personnel data systems as required.
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

Requirements

MINIMUM QUALIFICATIONS

• Knowledge of the following regulations, policies, and related procedures:
• DoD 6025.18-R, DoD Health Information Privacy Regulation
• AR 40-400, Patient Administration
• AR 40-58, Army Recovery Care Program
• Applicable OTSG/MEDCOM policies
• DoD and Army reporting requirements
• Knowledge of the processes and procedures needed to perform nonstandard administrative support work in a medical environment.
• Knowledge of Patient Movement Requests, associated documents, and the procedures used to process patient-movement actions.
• Knowledge of healthcare systems an