Student Trainee - Administrative Office Management

Veterans Health Administration • Indianapolis, IN

7d

About The Position

The Student Trainee provides technical, analytical, and administrative support to the Executive Offices of the Richard L. Roudebush VA Medical Center. This Pathways Internship is intended to provide practical experience aligned with master's-level studies in Health Administration, Business Administration, Public Administration, or a related field. The trainee supports the Executive Management Team and Service Chiefs with operational activities, data-driven projects, and organizational initiatives. Approximately 50–60% of the internship period is devoted to project-based work. The trainee is also encouraged to participate in shadowing, observational learning, and professional interactions with senior administrative and clinical leaders.

The Pathways Internship Program provides paid work opportunities to students enrolled in educational institutions, experience related to their studies or career goals, and potential eligibility for noncompetitive conversion to permanent employment upon completion of program requirements. The position is part-time, 20 hours per week (40 hours per biweekly pay period), Monday through Friday on the day shift; exact hours are determined by the hiring manager.

Applicants must be U.S. citizens, at least 16 years old, and accepted for enrollment or enrolled at least half-time in a qualifying educational institution while pursuing a degree or certificate. Students must remain enrolled, be in good academic standing, and provide transcripts. The work is primarily sedentary, although slight physical effort may be required.

Requirements

• Be a U.S. citizen.
• Be at least 16 years old by the vacancy announcement closing date.
• Meet Selective Service registration requirements, if applicable.
• Be accepted for enrollment or currently enrolled at least half-time in a qualifying educational institution and pursue a qualifying degree or certificate.
• Remain enrolled and provide transcripts to maintain eligibility for the program.
• Be in good academic standing; an overall GPA of 2.5 or above on a 4.0 scale may be required at appointment and upon request, as applicable.
• Submit a transcript with the application.
• Meet the educational qualification requirement of having completed four full academic years of post-high-school study leading to a bachelor's degree or equivalent; transcripts must be submitted.
• Complete a background/security investigation and the online onboarding process.
• Participate in the seasonal influenza vaccination program as a condition of employment.
• Serve the applicable one-year probationary period or two-year trial period.
• Demonstrate the rated competencies: Attention to Detail, Flexibility, Interpersonal Skills, Learning, Problem Solving, Self-Management, and Technology Application.

Nice To Haves

• Preferred degree program in Health Care Administration.

Responsibilities

• Participate in assigned and self-developed projects addressing medical center operational, administrative, or clinical support needs.
• Design, organize, and manage project work plans; collect and analyze data; prepare findings; and present recommendations to improve medical center operations.
• Conduct quantitative and qualitative analyses of operational processes, service needs, staffing data, and performance measures.
• Provide data-based recommendations to support planning, priority setting, and program development.
• Interact with senior medical center leaders and participate in leadership briefings, service-level reviews, and clinical or administrative rounds, as appropriate.
• Participate in shadowing and observational learning to understand executive decision-making, service-line operations, and the integration of clinical and administrative leadership.
• Observe and participate in interdisciplinary interactions to learn how clinical and administrative functions align within a healthcare organization.
• Attend medical center committees, councils, and workgroups, including the Leadership Council and other governance meetings.
• Support committees by tracking action items, preparing agendas, producing meeting minutes, and managing follow-up tasks.
• Gather and synthesize data or background information to support committee discussions and decisions.
• Provide administrative and clerical support to the Executive Offices, including document preparation, scheduling, meeting coordination, deadline tracking, and electronic file maintenance.
• Support internal and external customer service needs with courteous, tactful, and respectful communication with veterans, visitors, and staff.
• Protect sensitive and confidential information in accordance with the Privacy Act of 1974 and applicable VA policies.
• Use electronic systems properly, safeguard passwords and access codes, and follow regulations governing access to computerized data.
• Adhere to professional conduct, continuous learning, leadership development, and ethical responsibility; demonstrate cultural competence and maintain positive working relationships across diverse teams.

Benefits

• A federal employee benefits package is available, subject to position type and eligibility.
• Potential credit toward annual leave accrual based on prior work or military service, subject to request and approval before appointment.
• Potential eligibility for conversion to permanent employment upon completion of Pathways program requirements.

What This Job Offers

• Job Type: Part-time
• Career Level: Intern