Administrative Assistant (28064)

LTSi•Bethesda, MD

3d•Onsite

About The Position

The Administrative Assistant provides primary administrative support to the Department of Radiology at Walter Reed National Military Medical Center in Bethesda, Maryland. The role performs administrative, clerical, analytical, and program-management functions, including collecting, analyzing, interpreting, and presenting data for leadership and supporting clinical services. Office automation duties include advanced word processing, spreadsheet development, briefing preparation, suspense management, correspondence, records management, and report generation using Microsoft Office and Military Health System information systems. The incumbent independently coordinates administrative programs and adapts established procedures to meet mission requirements. The position supports Radiology operational programs and systems including MHS GENESIS report management, PACS Archives, the Mammography Reporting System (MRS), ATAAPS, DMHRSi, DTS, training management, records management, correspondence tracking, and data analysis. Duties also include office and executive support, timekeeping, travel, training, personnel administration, budget and procurement support, quality-assurance and inspection preparation, and data management. The role must protect PHI and PII and comply with applicable DHA, DoD, Joint Commission, HIPAA, and WRNMMC policies. The position is described as an immediate hire upon completion of background and security investigations.

Requirements

At least four years of progressively responsible administrative or executive assistant experience.
United States citizenship.
Ability to read, write, speak, and understand English.
Advanced proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams; ability to create complex spreadsheets, databases, dashboards, presentations, charts, graphs, and reports.
Ability to collect, compile, analyze, interpret, and present administrative and operational data for leadership decision-making.
Strong organization and project-management skills, including the ability to manage multiple priorities and meet suspense dates.
Strong written and verbal communication skills, with exceptional grammar, spelling, formatting, and professional correspondence skills.
Knowledge of hospital organizational structure, healthcare operations, clinical workflows, and administrative management principles.
Knowledge of DoD, DHA, HIPAA, Joint Commission, and medical treatment facility administrative policies and procedures.
Ability to establish, maintain, and manage electronic and hard-copy filing systems.
Knowledge of records, publications, suspense, and correspondence management, and office automation systems.
Ability to independently resolve administrative issues using sound judgment while following regulatory guidance.
Excellent customer service and interpersonal communication skills.
Proficiency, or ability to become proficient, in MHS GENESIS, MRS, PACS, DMHRSi, ATAAPS, DTS, DEERS, Microsoft Office, SharePoint, and Adobe Acrobat Professional.

Nice To Haves

Experience in a military treatment facility, healthcare organization, or federal agency is preferred.
Experience supporting senior leadership, coordinating multiple administrative programs, and using military healthcare information systems is highly desirable.

Responsibilities

Monitor, track, and manage incomplete radiology reports in MHS GENESIS; coordinate report completion, review pending documentation, resolve workflow issues, maintain metrics, and ensure administrative closure within suspense timelines.
Process patient imaging requests, create imaging discs, maintain release documentation, verify patient identification, protect HIPAA information, and coordinate archived imaging studies with PACS personnel.
Serve as departmental timekeeper by maintaining ATAAPS timecards and leave records, validating documentation, preparing overtime requests, compiling leave reports, and submitting payroll documentation on time.
Monitor DMHRSi compliance, assist employees with labor reporting, prepare compliance reports, resolve discrepancies, and provide compliance metrics to leadership.
Coordinate official travel through DTS, including authorizations, vouchers, records, reservations, Government Travel Charge Card documentation, and compliance with Joint Travel Regulations.
Maintain departmental training records; coordinate mandatory and onboarding training; track certifications and expirations; and report compliance to leadership.
Coordinate the Mammography Reporting System and support the Breast Imaging Clinic by processing patient notification letters, tracking correspondence and pending cases, coordinating resolution of incomplete reports, producing workload and compliance metrics, and supporting quality assurance and regulatory compliance.
Manage suspense actions; prepare briefings, presentations, correspondence, memoranda, reports, meeting minutes, and official documentation; maintain files and records; coordinate meetings and calendars; track action items; provide reception; and back up Radiology front-desk operations as needed.
Serve as departmental records management coordinator by controlling, routing, and tracking correspondence; maintaining publications and administrative files; monitoring suspense actions; and preparing recurring reports.
Support budget execution by maintaining funding spreadsheets, monitoring expenditures, assisting with procurement requests, validating invoices, tracking purchase requests, maintaining supply inventories, and coordinating office-supply procurement.
Assist with preparation for Joint Commission, DHA, OSHA, Fire Marshal, and command inspections; maintain compliance documentation, compile quality metrics, prepare inspection reports, monitor corrective actions, and support process improvement.
Coordinate personnel actions, including evaluations, awards, training requests, recruitment packages, onboarding documentation, personnel tracking, and administrative suspense management.
Develop and maintain databases, compile workload statistics, analyze operational trends, create dashboards, charts, graphs, and executive reports, and integrate information from multiple software platforms.
Complete assignments accurately and by suspense dates; provide professional customer service; maintain confidentiality; use independent judgment; ensure policy compliance; improve administrative processes; and produce executive-level materials requiring minimal supervisory review.