Administrative Assistant

This position is pending award

The Administrative Assistant supports day-to-day front office and administrative operations for a VA Community Based Outpatient Clinic, ensuring timely access, excellent Veteran experience, accurate documentation, and smooth clinic throughput. This position performs reception, scheduling support, records management, purchasing and inventory tasks, and general administrative duties while upholding privacy, safety, and regulatory standards. The role works closely with clinical and leadership teams within the Patient Aligned Care Team (PACT) model.

• Provide professional reception for Veterans, families, visitors, and vendors; practice service recovery and de‑escalation as needed.
• Check-in and check-out patients; verify demographics, insurance/eligibility as applicable, and preferred contact methods; collect required forms and signatures.
• Communicate delays, clinic updates, and instructions; coordinate transportation assistance or escorts per policy.
• Assist with appointment scheduling, rescheduling, and recalls in alignment with clinic templates and access targets.
• Monitor waitlists, no‑shows, and cancellations; perform outreach and reminder calls/messages to optimize access.
• Coordinate referrals and consults; track completion and follow‑up tasks with the care team.
• Scan/index documents to the Electronic Health Record (EHR); maintain accurate records and routing per policy.
• Process requests for information in compliance with HIPAA/Privacy and release‑of‑information procedures.
• Support test result notification workflows (non‑clinical tasks), closed‑loop communication, and document retrieval.
• Prepare correspondence, reports, meeting minutes, and presentations; manage incoming/outgoing mail and faxes.
• Maintain office supplies and forms; submit work orders; coordinate vendor service for office equipment
• Support onboarding/offboarding checklists (badges, accounts, training trackers) and timekeeping documentation.
• Adhere to VA directives, clinic policies, and regulatory requirements (HIPAA/Privacy, OSHA).
• Participate in Environment of Care rounds, emergency drills, and survey readiness activities; report safety concerns and near misses.
• Maintain confidentiality and safeguard sensitive information at all times.
• Provide trauma‑informed, culturally competent service; assist Veterans with wayfinding and technology (e.g., kiosks, portals).
• Gather feedback and assist with Service Recovery; support SHEP/CX action plans.
• Collaborate with PACT teams to ensure clear, courteous, and timely communication with Veterans.
• Enter and verify data accurately in approved systems (EHR, scheduling, registries, and logs).
• Generate basic reports and dashboards on access, encounters, recalls, and other metrics as assigned.
• Support audits and tracers by preparing documentation and logs.
• Completes required organizational compliance education, including assigned requirements that are client-specified, for Joint Commission Healthcare Staffing Services certification or other regulatory bodies.

This list is non-exhaustive, and the role holder may be required to undertake additional duties
that are not specifically listed above.