Program Assistant

Job Summary

Aptive is seeking a Program Assistant that will support the Veterans Health Administration (VHA) Business Associate Program by providing administrative and technical assistance to ensure the accurate, efficient, and compliant management of Business Associate Agreements (BAAs) and related data-privacy activities.

 

The Program Assistant collaborates closely with the VHA Business Associate Program Manager (PM), vendor representatives, contractstakeholders, and other internal/external partners to facilitate the processing, reviewing, and tracking of BAAs. This role requires excellent organizational, communication, and problem-solving skills, as well as a fundamental understanding of HIPAA compliance and VA policies.

Primary Responsibilities

-Track, update, and manage Business Associate Agreements (BAAs) through all phases, from initial request to final execution and termination.-Provide daily administrative assistance to the Business Associate Program Manager, including scheduling, meeting logistics, and drafting correspondence.-Review Business Associate Profile Questionnaires and Risk Analysis Worksheets for completeness and accuracy.-Collaborate with VA security, privacy, and legal stakeholders to confirm HIPAA and VA compliance.-Maintain organized electronic folders, databases, and SharePoint trackers for BAA documentation.-Communicate frequently with contractors, VA field personnel, and other partners to clarify requirements and provide status updates.-Prepare standard letters (e.g., BAA Termination Letters) and obtain necessary signatures.-Generate monthly or on-demand BAA progress reports and key performance metrics for leadership.-Contribute to process improvement by identifying issues in existing SOPs and proposing solutions.-Adhere to VA privacy, security, and confidentiality regulations and training requirements.

Minimum Qualifications

-Associate’s degree in business, administration, office automation, healthcare management, or related field.-Proven experience (1–3 years) providing administrative support in a healthcare, legal, or compliance-driven environment is highly desirable.-Familiarity with the Health Insurance Portability and Accountability Act (HIPAA), especially Business Associate provisions, strongly preferred.-Experience working in or supporting federal, state, or local government programs (e.g., VA, DoD) is a plus.- Proficiency in Microsoft Teams, Word, Excel, PowerPoint, SharePoint- Ability to interact and engage with Executive-level stakeholders- Ability to obtain and maintain a public trust clearance- Legal authorization to work in the U.S

Desired Qualifications

-Bachelor degree in business, administration, office automation, healthcare management, orrelated field.- Knowledge of military and Veteran populations- Experience with VHA Central Office- Proven ability to organize, prioritize, and work well with others- Ability to communicate thoughts, ideas, and solutions logically both written and orally- Ability to get up to speed quickly on complex issues; desire to work in a fast-paced, rapidlyevolving environment- Capable self-starter with a drive to get all types of work done and high attention to detail

About Aptive

Aptive is a management consulting firm based in Alexandria, Virginia. With more than 500 employees across the U.S., we primarily support the federal government – more than a dozen agencies like Veterans Affairs, Transportation, Defense, Library of Commerce, Customs and Border Protection and the National Science Foundation. Our work focuses on applying creativity, technology and human-centered services to improve performance, bridge divides and elevate the lives of millions of people who count on government. services every day. 

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

 

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.