ADMINISTRATIVE ASSISTANT

LTSi - Laredo Technical Services, Inc.•Bethesda, MD

5d•$38 - $39•Onsite

About The Position

The Administrative Assistant provides primary administrative support to the Department of Radiology at Walter Reed National Military Medical Center. The role performs administrative, clerical, analytical, and program-management functions, including collecting, analyzing, interpreting, and presenting data and supporting department leadership and clinical services. Office automation work includes advanced word processing, spreadsheet and database development, briefing preparation, suspense management, email 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 including MHS GENESIS report management, PACS Archives, the Mammography Reporting System (MRS), ATAAPS, DMHRSi, the Defense Travel System (DTS), training management, records management, correspondence tracking, and data analysis. Additional duties include administrative program support, budget and procurement assistance, quality assurance and inspection support, personnel administration, and data management. The role requires maintaining confidentiality of protected and personally identifiable information and complying with applicable DHA, DoD, Joint Commission, HIPAA, and WRNMMC policies. This is a full-time, day-shift position at Walter Reed National Military Medical Center in Bethesda, Maryland. The posting lists an hourly salary range of $38.00–$39.00 and states 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.
Strong organizational and project-management skills, including managing multiple priorities and meeting suspense dates.
Strong written and verbal communication skills, including grammar, spelling, formatting, and professional correspondence preparation.
Knowledge of hospital organization, 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 and manage electronic and hard-copy filing systems; knowledge of records, publications, suspense, correspondence, and office-automation management.
Ability to resolve administrative issues independently using sound judgment while following regulatory guidance.
Excellent customer-service and interpersonal communication skills.
Ability to maintain confidentiality of Protected Health Information and Personally Identifiable Information.

Nice To Haves

Experience in a military treatment facility, healthcare organization, or federal agency.
Experience supporting senior leadership, coordinating multiple administrative programs, and using military healthcare information systems.
Proficiency or ability to become proficient in MHS GENESIS, Mammography Reporting System (MRS), PACS, DMHRSi, ATAAPS, DTS, DEERS, SharePoint, and Adobe Acrobat Professional.

Responsibilities

Monitor, track, and manage incomplete Radiology reports in MHS GENESIS; coordinate report completion, resolve administrative workflow issues, maintain metrics, and close completed reports within departmental timelines.
Process patient imaging requests, create imaging discs, maintain release documentation, verify patient identification, protect HIPAA information, and coordinate archived studies with PACS personnel.
Serve as departmental ATAAPS timekeeper by reviewing timecards, validating documentation, preparing overtime requests, monitoring leave, compiling leave reports, and submitting payroll documentation on time.
Monitor DMHRSi compliance, assist employees with labor reporting, prepare reports, resolve discrepancies, and provide compliance metrics to leadership.
Coordinate official travel through DTS, including authorizations, vouchers, reservations, travel records, Government Travel Charge Card documentation, and compliance with Joint Travel Regulations.
Maintain training records, coordinate mandatory training and onboarding, track certifications and annual compliance, prepare reports, and notify supervisors of upcoming training expirations.
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, generating workload and compliance metrics, and assisting with quality assurance.
Manage suspense actions; prepare briefings, presentations, correspondence, memoranda, reports, meeting minutes, and official documentation; coordinate meetings and calendars; maintain files; track action items; provide reception; and provide backup front-desk support as needed.
Receive, control, route, and track correspondence; maintain publications and administrative files; monitor suspense actions; prepare recurring reports; and follow federal records-management guidance.
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 Joint Commission, DHA, OSHA, Fire Marshal, and command inspections by maintaining compliance documentation, compiling quality metrics, preparing inspection reports, monitoring corrective actions, and supporting process improvement.
Coordinate personnel actions, including performance evaluations, awards, training requests, recruitment packages, onboarding documentation, personnel tracking, and administrative suspense management.
Develop and maintain databases; compile workload statistics; analyze operational trends; produce dashboards, charts, graphs, and executive reports; and integrate data from multiple software platforms.
Complete work accurately and on time, provide professional customer service, maintain confidentiality, exercise independent judgment, support policy compliance, and develop efficient administrative processes and executive-ready materials.