CSTARS-St. Louis - Administrative Assistant - Fidelity Partners

CSTARS-St. Louis Administrative Assistant

Location

Center For Sustainment Of Trauma And Readiness Skills (C-STARS-St. Louis)

U.S. Air School of Aerospace Medicine

Office Of Military Medicine-St. Louis

Saint Louis University Hospital

1201 S. Grand Blvd.

St. Louis, MO 63104

• Citizenship: U.S. Citizenship Required
• Clearance Requirements: Tier 1 Background Investigation - National Agency Check with Law and Credit Check and fingerprints. (Standard Form 85).
• Type of Employment: 40 hours per week.
• Period of Performance: 16 September 2024 15 September 2026

Working Hours

Work will be scheduled normally from 7:30 a.m. to 4:30 p.m., Monday through Friday, however, there may be times when it is necessary for the employees to work after duty hours or weekends in support of specific tasking. Although schedule may have to be flexible, it will not exceed 40 hours per week. Temporary alternate work locations may be assigned.

Mandatory Qualifications

• Excellent interpersonal skills are required to serve as a liaison between multiple military and civilian medical partnerships. Excellent writing and verbal communication skills are required.
• Proficiency with word processing software, spreadsheet software, and SharePoint applications is required.
• Knowledge and understanding of applicable Air Force and professional standards is mandatory.
• Knowledge of military and civilian guidelines that govern policy and procedure, successful completion of U.S. Air School of Aerospace Medicine (USAFSAM)'s and Department's orientation programs is required.
• Knowledge of military medical training requirements sufficient to coordinate and monitor clinical rotations is required.
• Knowledge applicable to a wide range of health care administration and management functions to include pertinent laws, regulations, policies and precedents which affect the use of program and related support resources.
• Excellent writing and verbal communication skills are required.

Highly Desired Qualifications:

• Knowledge and skill in applying analytical and evaluative methods and techniques sufficient to identify problems or unusual situations regarding administrative issues and conflicts regarding clinical rotation schedules or other administrative tasks.
• Bachelors or masters degree in business, management, or a health-related field, and at least 2 years of experience in the field or in a related area(s).

Work Summary:

The 711th United States Air Force School of Aerospace Medicine (USAFSAM), Aerospace Medicine Department (FE) Department develops Base Operational Medical Clinic (BOMC) workflows. Development of these workflows is complex and have a direct impact on troop medical readiness, affecting the end-strength of the Air Force, thus making quality the priority. However, often conflicting with quality, the workflows are executed by medical personnel, who are judged on speed of care/efficiency which can contrast with quality.

Due to this inherent tension, BOMC workflow development requires a vast knowledge base: engineers, medical subject experts, instructional designers, and other laypersons have to collaborate in a shared space to ensure workflows developed for clinical situations have highly reliable/standardized processes, while remaining effective and palatable for the field.

The workflows are primarily implemented in the Aeromedical Services Information Management System (ASIMS), however, other methods (paper, electronic forms, MHS GENESIS, AHLTA) may institute these workflows. Any coding of these workflows into Electronic Health Records or Operational Systems are done by a separate office. Training created to support workflows are implemented on the Air Forces distributed learning service, and a variety of in-person classes.

The workflows designed are inherently military in nature and other than Occupational Health, do not have a civilian counterpart.

At base, these workflows involve medical staff comparing a Service Members medical history and current condition to a list of medical standards in order to clear the member for continued service, new assignment, or retirement.

Duties/Responsibilities:

• Manages daily Office of Military Medicine (OMM) administrative operations de-conflicting and resolving issues or concerns. The Office of Military Medicine is the office with responsibility for one of the largest military-civilian medical collaborations in the US, created to maximize military medical activities at civilian hospitals with a focus on collaboration and readiness.
• Serves as a liaison representing the OMM between Military Medical Organizations, two civilian universities and their civilian medical facilities/affiliates and Mercy Hospital System.
• As the OMM administrative subject matter expert the position interprets general regulations, instructions, rules, and local policies and ensures operations are in line with regulatory and mission requirements.
• Make recommendations in the development, implementation, and tracking of short-term and long-term program goals and objectives.
• Maintains effective communication with military providers, nurses, technicians, and administrators, as well as applicable CHCO management and staff. Coordinates with CHCOs to identify potential program deficiencies and develop initiatives for improvements, resolve problems, and enhance OMM program effectiveness.
• Develops new office processes and business procedures to improve OMM program objectives and operations. Coordinates office workload and provides overall support to staff on a wide range of administrative processes.
• Applies analytical and evaluative techniques to gather program data, track progress and brief current and projected program administrative requirements and clinical currency of military personnel gained through OMM programs.
• Collects and reviews work data of healthcare rotators and reports training data to the Air Force Medical Readiness Agency (AFMRA) representative and to USAFSAM. Applies qualitative and quantitative techniques in reviewing, auditing and analyzing clinical currency to determine training efficiency and readiness requirements are met.
• Completes and audits documentation to determine accuracy of onboarding process and records.
• Introduces rotators/trainees to key personnel and schedules their initial training and orientation requirements. Keeps senior management informed of program progress and advises of any significant developments that may impact operations.
• Coordinates all financial, contract(s), security, and Information Management Information Technology (IM/IT) issues.
• Responsible for the budgetary operations necessary to support the OMM and the assigned personnel. Formulates, coordinates, consolidates budgetary strategies and briefs/obtains leadership approval of all office objectives.
• Updates and reviews annually the Training Affiliation Agreements (TAAs) and Memoranda of Agreement (MOAs & MOUs) with all civilian universities/military organizations, which require significant coordination with each legal division(s) and the United States Air Force.
• Perform the following administrative management service-oriented tasks: answering the
• office phones, typing, filing, building and maintaining simple databases, ordering office supplies, constructing training and processing packets for all rotators.
• Coordinate staff meetings with the OMM Director and keep record of the minutes.
• Assist in coordinating information and taskings to the En-Route Care Training Department by their required deadlines.
• Contractor shall build Word documents, spreadsheets using Excel Program, and presentations using PowerPoint.
• Oversees record management program.

Assists the OMM Credentials Manager

• Provides advice and guidance on all aspects of the Credentialing and Privileging (C&P) process, relying on comprehensive and technical knowledge per regulatory guidelines.
• Obtains, Primary Source Verifies, and monitors all required credentials. Performs all additional required queries as tasked. Analyzes and evaluates the credentials processes in meeting established goals and objectives set by the Medical Staff Managers at participating CHCOs.
• Assists with the initial, annual, biennial, and other privileged actions of health care providers to ensure short-term and long-range plans for implementation meet mission and all regulatory requirements.
• Assists with monitoring and tracking of deficiencies noted from pre/post inspections to closure.
• Recommends program priorities to the Credentials Monitor and assists with training staff members and commanders on the C&P process.
• Effectively communicates with the Commanders and Department Heads to ensure essential data is accessible for the award of privileges, appointment, and re-appointment of providers to the medical staff.
• Implements ongoing regulatory requirements and changes.
• Presents orientation briefs to healthcare providers on the C&P process if required.
• Participates in credentials staff meeting, as required, providing accurate information and reports to support decision making regarding credentialed and privileged providers.
• Maintains effective communication with military providers, nurses, technicians, and administrators, as well as applicable CHCO management and staff.
• Coordinates with CHCOs to identify potential program deficiencies and develop initiatives for improvements, resolve problems, and enhance OMM program effectiveness.
• Develops new office processes and business procedures to improve OMM program objectives and operations.
• Coordinates office workload and provides overall support to staff on a wide range of administrative processes.
• Applies analytical and evaluative techniques to gather program data, track progress and brief current and projected program administrative requirements and clinical currency of military personnel gained through OMM programs.
• Collects and reviews work data of healthcare rotators and reports training data to the Air Force
• Medical Readiness Agency (AFMRA) representative and to USAFSAM. Applies qualitative and quantitative techniques in reviewing, auditing and analyzing clinical currency to determine training
• efficiency and readiness requirements are met.
• Completes and audits documentation to determine accuracy of onboarding process and records.
• Introduces rotators/trainees to key personnel and schedules their initial training and orientation requirements. Keeps senior management informed of program progress and advises of any significant developments that may impact operations.
• Coordinates all financial, contract(s), security, and Information Management/Information Technology (IM/IT) issues.
• Responsible for the budgetary operations necessary to support the OMM and the assigned personnel. Formulates, coordinates, consolidates budgetary strategies and briefs/obtains leadership approval of all office objectives.
• Facilitates informational tours for visiting dignitaries, public organizations, and internal/external persons interested in the OMMs activities. This may involve coordinating parking, reserving meeting rooms, refreshments and refining itineraries with other departments.
• Updates and reviews annually the Training Affiliation Agreements (TAAs) and Memoranda of Agreement (MOAs & MOUs) with all civilian universities/military organizations, which require significant coordination with each legal division(s) and the United States Air Force.
• Perform the following administrative management service-oriented tasks: answering the office phones, typing, filing, building and maintaining simple databases, ordering office supplies, constructing training and processing packets for all rotators.
• Coordinate staff meetings with the OMM Director and keep record of the minutes.
• Assist in coordinating information and taskings to the En-Route Care Training Department by their required deadlines.
• Contractor shall build Word documents, spreadsheets using Excel Program, and presentations using PowerPoint.
• Oversees record management program.

Assists the OMM Credentials Manager

• Provides advice and guidance on all aspects of the Credentialing and Privileging (C&P) process, relying on comprehensive and technical knowledge per regulatory guidelines.

• Obtains, Primary Source Verifies, and monitors all required credentials. Performs all additional required queries as tasked. Analyzes and evaluates the credentials processes in meeting established goals and objectives set by the Medical Staff Managers at participating CHCOs.
• Assists with the initial, annual, biennial, and other privileging actions of health care providers to ensure short-term and long-range plans for implementation meet mission and all regulatory requirements. Assists with monitoring and tracking of deficiencies noted from pre/post inspections to closure.
• Recommends program priorities to the Credentials Monitor and assists with training staff members and commanders on the C&P process.
• Effectively communicates with the Commanders and Department Heads to ensure essential data is accessible for the award of privileges, appointment, and re-appointment of providers to the medical staff.
• Implements ongoing regulatory requirements and changes.
• Presents orientation briefs to healthcare providers on the C&P process if required.
• Participates in credentials staff meeting, as required, providing accurate information and reports to support decision making regarding credentialed and privileged providers.
• Remains current in all aspects of accreditation, DoD, and Air Force Medical Service (AFMS) credentialing standards to ensure compliance by the participating facilities.
• Coordinates and ensures proper collaboration between all agencies participating in the OMM program ensuring that all administrative documentation for military members (privileged and non-privileged providers, nurses and technicians from multiple specialties) from all organizations represented is complete and accurate; allowing them to conduct training at CHCOs in specialized hospital sections such as; trauma, emergency room, burn and inpatient units, intensive care, obstetrics/gynecological, general medical/surgical floors, pediatrics, etc.

Manages clinical rotation schedule and productivity records.

• Manages the clinical rotation schedule and maintains administrative and productivity records for military members from various military organizations attending approved training or rotations at CHCO.
• Serves as the point of contact for all newly assigned personnel; orients them regarding the
• basic functions of the organization and the purpose of the program. Ensures rotators/trainees are thoroughly in-processed and out-processed including assisting with obtaining badges, IT access, and other administrative tasks as necessary.
• Creates folders and conducts reviews for each individual and ensures new personnel receive proper training.
• Coordinates clinical schedules based on the individual members specialty and required skill set. Promotes and coordinates a smooth workflow and clinical rotations to ensure effective use of military medical training.
• Resolves and de-conflicts any discrepancies with clinical rotation schedules for all organizations supported and works to ensure clinical areas are not over tasked with rotators/trainees.
• Logs and inputs the rotators documentation using spreadsheet software. Reviews the documentation for completeness, accuracy, and the presence of necessary supporting documents.
• Advises training rotators of required and /or missing documents as necessary.
• Maintains spreadsheet data files. Ensures database accuracy and currency. Maintains accurate records and files.
• Prepares clear and concise reports, correspondence and other written materials for the OMM and the CHCOs leadership teams.
• Retrieves, logs, and reports monthly clinical care productivity data for military members to OMM, USAFSAM, DHA, referring military unit leadership, and others as approved by the OMM Director or Deputy Director.

COMPENSATION AND BENEFITS:

• Competitive Compensation package
• Comprehensive benefits including medical, dental and vision options.
• Outstanding career growth potential.

ABOUT US:

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial Clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or or call us at (210) 822-4005 or apply at https://www.careers-page.com/fidelity-partners-medical-staffing-llc#openings

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).