ADMINISTRATIVE ASSISTANT

Department of Radiology

Walter Reed National Military Medical Center

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world.   LTSi connects the right opportunities to the right people.  With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical Services. Our goal is to provide the highest quality professionals in the industry.

LTSi’s culture delivers a strong work ethic while going above and beyond with a sense of urgency.  We are an employee-driven company.  We strive for excellence every day, which is what sets us apart from all the other government contractors.

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE:  Administrative Assistant

GOVERNMENT AGENCY & LOCATION:    

                                             Walter Reed National Military Medical Center

                                             Department of Radiology

                                             Bethesda, Maryland

POSITION TIMING:  Immediate hire upon completion of all background and security investigations.

SUMMARY: The Administrative Assistant serves as the primary administrative support professional for the Department of Radiology and performs a broad range of administrative, clerical, analytical, and program management functions. The position is responsible for data collection, computation, interpretation, analysis, and presentation while providing direct administrative support to department leadership and clinical services.

The Administrative Assistant shall perform office automation duties including advanced word processing, spreadsheet development, briefing preparation, suspense management, email correspondence, records management, and report generation utilizing Microsoft Office applications and Military Health System (MHS) information systems. The incumbent shall independently coordinate administrative programs supporting Radiology operations and exercise sound judgment in adapting established procedures to meet mission requirements.

In addition to general administrative responsibilities, the Administrative Assistant shall provide direct support for Radiology operational programs including MHS GENESIS report management, PACS Archives, Medical Records System (MRS), ATAAPS, DMHRSi, Defense Travel System (DTS), training management, records management, correspondence tracking, data analysis, and other administrative programs as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Advanced computer proficiency utilizing Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams), including the ability to create complex spreadsheets, databases, dashboards, presentations, charts, graphs, and reports.
• Demonstrated ability to collect, compile, analyze, interpret, and present administrative and operational data for leadership decision-making.
• Excellent organizational and project management skills with the ability to manage multiple priorities simultaneously while meeting suspense dates.
• Strong written and verbal communication skills, including exceptional grammar, spelling, formatting, and professional correspondence preparation.
• 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 management, publications management, suspense tracking, correspondence management, and office automation systems.
• Ability to independently resolve administrative issues utilizing sound judgment while adhering to regulatory guidance.
• Excellent customer service and interpersonal communication skills.
• Ability to read, write, speak, and understand English.
• Must be a United States Citizen.

1. MHS GENESIS Report Management

The Administrative Assistant shall monitor, track, and manage incomplete radiology reports within MHS GENESIS. Responsibilities include coordinating with radiologists and clinical staff to facilitate report completion, reviewing pending documentation, resolving administrative workflow issues, maintaining report metrics, and ensuring timely closure of completed reports.

Performance Standard:

• Maintain at least 98% report processing accuracy.
• Complete report review and administrative closure within departmental suspense timelines.

1. PACS Archives and Image Management

The Administrative Assistant shall coordinate patient imaging requests by processing image retrieval requests, creating patient imaging discs, maintaining release documentation, verifying patient identification, ensuring HIPAA compliance, and coordinating with PACS personnel regarding archived imaging studies.

Performance Standard:

• 100% HIPAA compliance.
• Meet departmental turnaround standards for image requests.
• Zero unauthorized release of protected health information.

1. ATAAPS Administration

Serve as departmental timekeeper by reviewing, monitoring, and maintaining ATAAPS timecards, validating supporting documentation, preparing overtime requests, monitoring leave balances, maintaining leave records, compiling leave usage reports, and ensuring timely submission of payroll documentation.

Performance Standard:

• 100% payroll accuracy.
• All pay period deadlines met without delay.

1. DMHRSi Management

Monitor monthly DMHRSi compliance, assist employees with labor reporting, prepare compliance reports, resolve discrepancies, and provide leadership with compliance metrics.

Performance Standard:

• Maintain departmental compliance with DHA reporting requirements.
• Submit monthly reports by established suspense dates.

1. Defense Travel System (DTS)

Coordinate official travel utilizing DTS by preparing travel authorizations, reviewing vouchers, maintaining travel records, coordinating travel reservations, monitoring Government Travel Charge Card documentation, and ensuring compliance with Joint Travel Regulations.

Performance Standard:

• Less than 2% travel voucher corrections.
• Travel documents completed within required timelines.

1. Training Management

• Maintain departmental training records, coordinate mandatory training requirements, track employee certifications, monitor annual training compliance, prepare compliance reports, coordinate onboarding training, and notify supervisors of pending training expirations.

Performance Standard:

• Maintain 100% training documentation.
• Provide leadership with accurate compliance reports upon request.

1. Mammography Reporting System (MRS)

The Administrative Assistant shall serve as the departmental coordinator for the Mammography Reporting System (MRS) and provide administrative support for the Breast Imaging Clinic by monitoring and managing patient correspondence and regulatory reporting requirements. Responsibilities include:

• Monitor and process patient notification letters generated through the Mammography Reporting System (MRS).
• Ensure mammography result letters are reviewed, generated, and mailed within the timeframes required by the Mammography Quality Standards Act (MQSA), FDA, DHA, and local policies.
• Coordinate with Breast Imaging physicians, technologists, and administrative staff to resolve incomplete or pending mammography reports.
• Maintain accurate documentation and tracking of patient notification correspondence.
• Monitor pending actions and follow up on incomplete cases to ensure timely resolution.
• Generate reports and provide workload and compliance metrics to Radiology leadership.
• Assist with quality assurance activities related to mammography reporting and regulatory compliance.
• Maintain confidentiality of all Protected Health Information (PHI) in accordance with HIPAA, DHA, and Department of Defense policies.

Performance Standard:

• 100% compliance with MQSA, FDA, DHA, and local mammography reporting requirements.
• Patient notification letters processed within required regulatory timeframes.
• Less than 2% administrative error rate in MRS processing.
• Timely resolution of pending mammography reporting actions.

This revision accurately reflects the use of MRS (Mammography Reporting System) within a Radiology/Breast Imaging environment and aligns with MQSA and FDA reporting requirements.

1. Administrative Program Support

Provide comprehensive administrative support including:

• Managing suspense actions.
• Developing executive briefings and PowerPoint presentations.
• Preparing correspondence, memoranda, reports, meeting minutes, and official documentation.
• Developing complex spreadsheets and databases.
• Coordinating meetings, conferences, and executive calendars.
• Maintaining departmental files and records.
• Managing office automation systems.
• Tracking action items and administrative projects.
• Providing telephone and visitor reception.
• Providing backup administrative support to Radiology front desk operations as required.

1. Correspondence and Records Management

Serve as the departmental records management coordinator by receiving, controlling, routing, and tracking incoming correspondence, maintaining publications and administrative files, monitoring suspense actions, preparing recurring reports, and ensuring compliance with federal records management guidance.

1. Budget and Procurement Support

Provide administrative support for budget execution by maintaining funding spreadsheets, monitoring expenditure, assisting with procurement requests, validating invoices, tracking purchase requests, maintaining supply inventories, and coordinating office supply procurement.

1. Quality Assurance Support

Assist departmental leadership 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 assist with continuous process improvement initiatives.

1. Personnel Administration

Coordinate personnel actions including performance evaluations, awards, training requests, recruitment packages, onboarding documentation, personnel tracking, and administrative suspense management.

1. Data Management and Office Automation

Develop and maintain departmental databases, compile workload statistics, analyze operational trends, produce dashboards, charts, graphs, and executive reports utilizing Microsoft Office applications. Integrate data from multiple software platforms to support departmental decision-making.

Performance Standards:

The Administrative Assistant shall consistently:

• Complete assignments accurately and within established suspense dates.
• Demonstrate exceptional customer service and professionalism.
• Maintain confidentiality of Protected Health Information (PHI) and Personally Identifiable Information (PII).
• Exercise independent judgment in resolving administrative issues.
• Ensure compliance with DHA, DoD, Joint Commission, HIPAA, and WRNMMC policies.
• Develop administrative processes that improve operational efficiency.
• Produce executive-level reports, presentations, correspondence, spreadsheets, and briefing materials requiring minimal supervisory review.
• Support Radiology leadership through proactive management of administrative programs, records, personnel actions, travel, timekeeping, training, and clinical support systems.

EXPERIENCE:  

• Minimum of four (4) years of progressively responsible administrative or executive assistant experience, preferably within a military treatment facility, healthcare organization, or federal agency.
• Experience supporting senior leadership, coordinating multiple administrative programs, and utilizing military healthcare information systems is highly desirable.

QUALIFICATIONS: 

The Administrative Assistant shall demonstrate proficiency or the ability to become proficient in:

• MHS GENESIS
• Mammography Reporting System (MRS)
• Picture Archiving and Communication System (PACS)
• Defense Medical Human Resources System Internet (DMHRSi)
• Automated Time Attendance and Production System (ATAAPS)
• Defense Travel System (DTS)
• Defense Enrollment Eligibility Reporting System (DEERS)
• Microsoft Office Suite
• SharePoint
• Adobe Acrobat Professional

BENEFITS:

• Competitive salary based on experience and technical qualifications
• Health, Dental, and Vision insurance
• 401(k) Retirement Plan
• Vacation
• Sick Leave
• Disability & Life Insurance
• 11 Paid Federal Holidays including:

• New Year’s Day
• Martin Luther King, Jr. Day
• Presidents Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

Laredo Technical Services, Inc. (LTSi) is an Equal Opportunity/Affirmative Action Employer.  We make employment decisions based on merit and qualifications, ensuring equal opportunity for all applicants and employees.  We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law.

LTSi is committed to ensuring an accessible online application process for all individuals, including those with disabilities.  We offer alternative application methods for candidates who are unable to complete the online application due to a disability or other need for accommodation. LTSi complies with the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans’ Readjustment Assistance Act of 1974, and other relevant state and local laws.  If you need assistance with an application due to a disability, please contact hr@laredotechnical.com.