OMM Administrative Assistant

Overview:

AJANTA CONSULTING

St. Louis, MO

THIS POSITION IS CONTINGENT UPON BID AWARD

The OMM (Office Of Military Medicine) administrative shall be a subject matter expert. This position interprets general regulations, instructions, rules, and local policies and ensures operations are in line with regulatory and mission requirements. Manages daily OMM administrative operations de-conflicting and resolving issues or concerns. Provides leadership and tracking aspects of Air Force level operations including readiness and healthcare services in association with the OMM. 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.

Responsibilities:

Manages daily OMM administrative operations de-conflicting and resolving issues or concerns.

Serves as a liaison representing the Office of Military Medicine (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.

Makes 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.

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 OMM's 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 in 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.

Oversees record management program.

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 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.