Performs work in support of purchasing supplies and equipment for the CCSL as the Control Point Clerk researching products in GSA, scheduling demonstrations and meetings for vendors, entering 2237 requests, and contacting vendors for quotes.
- Prepares, executes, and/or tracks program specific information, such as official records, action items, performance measures, personnel actions, status of mandatory training, and training and travel requests.
- Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of fellowship and student rotations within the CCSL. This data is compiled daily in some instances, while other requirements are monthly. Several areas which require such collection and tracking include Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Electronic Permission Access System (EPAS) system requests.
- Monitors nursing license expirations and proficiencies; notifies RN and Nurse Manager; collects new license/sends copy to Human Resources and updates database.
- Receives all incoming mail and correspondence, while independently determining the proper action needed, appropriate routing, and necessary coordination with other services. When appropriate, prepares a response before referring to the Vice President, Business Manager, or Associate Chief Nurse. Maintains confidentiality in both behavior and in the procedure by which communication is facilitated.
- Collaboration is required with several entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, and students themselves.
- Maintains orientation, staff training, serves as TMS administrator, assists personnel in requesting travel and training for external training requirements. - Practical knowledge of applicable operations, procedures, programs, policies, and regulations.
- Gather's data/information and prepares written reports. The written reports are given to the Chief of Critical Care, as well as shared with the Education Department at VAPHS.
- Thorough knowledge of graduate medical training programs and the associated human resources requirements, as well as compliance standards for the Resident Coordinator position.
- The liaison for incoming Critical Care fellows and medical students and is the primary contact person for this position. They track all fellow/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with the UPMC CCM Office of Education GME Academic Manager and GME Department Manager.
- Knowledge of the clerical and administrative practices for the Resident Coordinator position.
- Identifies process issues in relationship to fellows, and students doing a rotation in the CCSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows and students, or with the Education department of VAPHS as well as the university affiliates. Incumbent oversees established mechanisms regarding training and orientation of Critical Care Fellows.
- Knowledge of specialized medical terminology to understand and communicate with professional and clinical staff.
- Performs library research functions, including file or database searches to extract, summarize, and compile required information.
- Coordination with Human Resources (HR), Education, and the incoming fellows/students is required to assure appropriate personnel paperwork is distributed and collected on each fellow and medical student prior to arrival and updated on an annual basis.
- serves as the primary timekeeper for time and attendance for CCSL Administrative personnel.
Work Schedule: Monday- Friday 8:00am- 4:30pm
Position Description Title/PD#: Administrative Assistant/PD023360
Starting at $50,687 Per Year (GS 7)
