Gaylene Ruth Vargas
Albuquerque
Summary
Highly skilled administrative professional with strong background in supporting program operations. Adept at managing multiple tasks, ensuring effective communication, and maintaining organization. Known for fostering collaborative team environments and driving results. Possesses excellent skills in scheduling, data management, and problem-solving, offering reliability and adaptability to meet evolving needs.
Experienced with administrative support, coordination, and task management. Utilizes excellent organizational skills to improve efficiency and streamline workflows. Track record of fostering effective communication and collaboration within teams.
Overview
45
45
years of professional experience
Work History
Program Support Assistant - Credentialing and Training
VA Health Care System - Research Service
12.2008 - 07.2023
- Evaluates research documentation to ensure that administrative requirements for all types of VA research proposal submissions are met.
- Assist in preparing grants and maintaining all relevant study records.
- Assist R&D Program in preparation and submission of research grants.
- Organize Agendas for Convened R&DC Meetings.
- Prepare RDC meeting minutes for the Facility Director.
- Process Research Credentialing for all personnel per the office of Research & Development (VA ORD) and in-depth knowledge of the VA, NMVAHCS, and Research Service.
- Coordinate with Human Resources Management Service (HRMS) to process licenses in the VetPro System.
- Prepare reports and maintain the database for research staff credentialing and training documentation as well as training delinquencies.
- Purchasing agent, using credit cards to purchase supplies, equipment, and materials for the researchers, technicians, and the Research office.
- Assist research office and researchers in travel administration through VA CONCUR travel system.
- Designated research PIV Card Sponsor.
- Back up coordinator for Intergovernmental Personnel Agreements (IPAs) and Without Compensation (WOC) appointments for employment.
- Conduct research required quality control review of all WOCs and train new personnel as needed.
- Research Service ADPAC.
- Back up timekeeper.
- Supervisor: Terry Lesley, RN, BSN, CIP
Secretary (OA)
VA Health Care System - Research Service
02.2002 - 12.2008
- Compose correspondence for signature by Director, Research ACOS, and Chief, Research Administrator.
- Prepare paperwork for Human Resources Competency Reports.
- Prepare and upload HR policies, procedures, and guidelines for position descriptions, and classification changes.
- Type request for personnel action(s), Without Compensation (WOC) appointments, and Intergovernmental Personnel Agreements (IPA).
- Guide employees regarding all special leave requests and prepare memos and paperwork for all employees requesting special leave.
- Responsible for Record Maintenance, the accuracy of personnel security Excel database, and filing.
- Timekeeper.
- ADPAC for Research Service.
- Scheduling (Meetings, Appointments, and Conferences).
- Travel Coordinator through Fed Traveler.
- Computer Operations.
- Customer Service and Interpersonal Relationships.
- Research Service Functions.
- Supervisor: Terry Lesley, RN, BSN, CIP
Program Support Assistant
VA Health Care System - Radiology
03.2000 - 02.2002
- Coordinate and schedule all specialty exams (Nuclear Medicine, MRI, CT, and Ultrasound) and manage schedules to accommodate add-on emergency procedures.
- Assist patients with helpful information regarding their exam and assist with the completion of the necessary paperwork for treatment.
- Give timely appointment information to patients verbally, in person, or by mail. I ensure all required documentation is available at the start of scheduled examinations.
- Instruct patients and distribute exam preps as required for specific examinations.
- Enter or extract complete and accurate data into the computer on all specialty diagnostic procedures, including scheduling examination requests, registration of patients, and request disposition of no-shows/cancellations.
- Ensure that all requests have been scheduled in the VISTA for an accurate and complete log of scheduled examinations that will go to the technical supervisory staff.
- Ensure that patient confidentiality is maintained. This includes referring all requests for medical information to the Medical Information Section.
- Interact with patients, visitors, staff, students, and volunteers in a courteous, helpful, cooperative, and compassionate manner.
- Develop and promote resourcefulness in helping patients and staff; exercising patience in resolving problems to enhance patient and customer satisfaction.
- Identify and report problems that negatively impact patient treatment and/or public relations promptly through appropriate supervisory channels.
- Respond positively and promptly to customer requests for service or information.
- Accurately maintain records and files for the patient logs and schedules.
- Perform other tasks such as xeroxing, collating forms, and obtaining office supplies and forms.
- Actively support the Medical Center's Safety and Occupational Health Program by ensuring that all work is performed safely according to prescribed or well-known safety practices so that the incumbent experiences no avoidable lost time incident.
- Handle all office equipment (printers, VISTA terminals, intercoms) responsibly.
- Access printed and electronic files containing sensitive information which must be protected under the provisions of the Privacy Act of 1974 and the applicable law regulations.
- Supervisor: Ronalynn Engstrom
Secretary (OA)
VA Health Care System - Surgical Service (Ortho and Podiatry)
07.1998 - 03.2000
- Scheduled appointments for patients.
- Service Timekeeper.
- Coordinate clinic calendar days for Doctors and Residence.
- Maintain Residence rotation schedule.
- Rotated/backup to the Operating Room Secretary and completed surgical schedules.
- Requested patient records from VistA System.
- Type correspondence for signature by Chief, Ortho/Podiatry.
- Record Maintenance and filing.
- Office Referrals.
- Scheduling (Meetings, Appointments, and Conferences).
- Travel Arrangements.
- Customer Service and Interpersonal Relationships.
- Supervisor: Dr. Hembree
Office Automation Clerk
VA Health Care System - Social Work Service
03.1994 - 07.1998
- Timekeeper.
- Typed from rough draft and voice recordings.
- Record maintenance and filing.
- Scheduled meetings, appointments, and conferences.
- Travel arrangements.
- Customer Service and Interpersonal Relationships.
- Supervisor: Linda
Medical Clerk
Albuquerque VA Health Care System - Nursing Service
10.1992 - 03.1994
- Completed doctor's orders as well as STAT orders from patients' charts.
- Prepared new inpatient charts.
- Maintained desk supplies for Nurses and front desk.
- Assisted patients in wheelchairs to appointments within the hospital.
- Assisted Social Workers with correspondence to Service Chief.
- Answered phones.
- Timekeeper.
- Typing and Editing.
- Supervisor: Joe
Clerk Typist (Occupational Health)
Naval Regional Medical Clinic - Occupational Health
07.1987 - 10.1992
- Received and distributed calls as needed.
- Typed from rough draft and voice recordings.
- Composed routine correspondence for the Occupational Health Nurse.
- Maintained exposure data as pertained to the medical records.
- Maintained appointment system for medical surveillance exams.
- Performed visual tests with Puff Tonometry Tympanograms.
- Provided administrative support to the Travel Medicine Program.
- Liaison with Fiscal/Supply for the equipment and disposable supplies.
- Served as the EEO Representative for the Naval Medical Clinic Seattle.
- Supervisor: Betty Applegate
Medical Clerk (Typing)
Naval Regional Medical Clinic - Medical Records
06.1983 - 07.1987
- Researched and located specific documents and/or information.
- Received, reviewed and routed incoming correspondence properly to internal departments.
- Assisted patients, professional staff, and assistants with special requests for documentation from other medical facilities, Insurance companies, and law offices.
- Performed as the billing clerk and command agent cashier for copied files for Attorney's Offices.
- Performed internal audits as a member of the command internal review team.
- Incorporated health records with the assistance of a card imprinter and embossed machine.
- Answered phones, Transcribed doctor's notes into patients' charts.
- Filed all medical paperwork in medical charts.
- Supervisor: Cassie Whinihan
Editorial Clerk
Naval Weapons Evaluation Facility (NWEF)
04.1982 - 01.1983
- Edited rough draft and final reproducible copy for airborne weapons loading checklist.
- Made appropriate corrections with tabular data and word processing equipment.
- Checklist revisions and changes were neatly and logically entered in a magnetic storage master file.
- Distributed coded equipment instructions.
- Pull reports for the type of weapons being installed on fighter planes.
- Appointed Mexican American Women's National Association Representative.
- Supervisor: Woody Woodruff
Data Transcriber
Albuquerque Data Operations Center
01.1982 - 04.1982
- Company Overview: Social Security Administration
- Work with bursting machines and prepared forms to be examined.
- Examine material in the large employer section and properly transformed information on transmittals and personnel forms.
- Prepare forms by mending, deleting, and processing to correct sorts/bins.
- Work in the remittance control area that handles 941 and 941c forms, checks, money orders, stamps, and cash, which is handled immediately.
- Transfer all remittance and proper forms to a secured area.
- Order material for workspace when needed.
- Social Security Administration
- Supervisor: Debbie Lambers
Instructor
Albuquerque Data Operations Center
11.1981 - 01.1982
- Company Overview: Social Security Administration
- Instructed and supervised 65 Extraction and Examination Clerks on general procedures and material.
- Set up classrooms with chalkboards, flip charts, writing material, and other visual aids.
- Explained material from procedures and guidelines for the proper use and proper way of extracting and examining material.
- Corrected and explained any information that was not clear to students.
- Maintained attendance sheets and other forms to be submitted to the training office.
- Social Security Administration
- Supervisor: Terri Paul
Data Transcriber
Albuquerque Data Operations Center
01.1980 - 11.1981
- Company Overview: Social Security Administration
- Verified data information that was entered into the Data Computer Equipment.
- Operated key-disk-tape equipment to produce accurate work within tight processing schedules and deadlines.
- Keyed in various information from W-2s and W-4s from batches of work for IRS tax purposes.
- Detected errors in processing and made appropriate corrections.
- Social Security Administration
- Supervisor: Joann Perez
Clerk Aid
City of Albuquerque - Safety Office
07.1979 - 01.1980
- Typed safety reports, and training certificates.
- Prepared and typed driving permits for city employee drivers.
- Assisted Secretary with posting accident and injury reports into a city log.
- Ordered safety glasses for city employees.
- Logged city vehicle mileage and prepared monthly reports.
- Filed reports and all interoffice correspondence.
- Xeroxed monthly reports and mailed them to proper departments.
- Answered phones and directed calls to appropriate personnel.
- Supervisor: Ray Caraveo
Clerk
Corps of Engineers
09.1978 - 02.1979
- Typed letters, memos, and interoffice correspondence.
- Maintained proper order of documents in personnel folders.
- Xeroxed and filed all documents and correspondence.
- Used Information Comis System for coding training course information for Automated Data Processing and collating course material.
- Organize a filing system for the education system.
- Answer and direct phone calls to the proper department.
- Supervisor: Al Stephenson
Education
Grantsmanship Program -
Society of Research Administrators
01.2013
Grantsmanship II - Fundamentals Program - undefined
01.2015
Skills
- Data Entry Terminal
- Mag Card
- Bursting Machine
- Card Imprinter
- Puff Tonometer
- Xerox machines
- Access - Research Database Management
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Outlook
- Microsoft Excel
- Adobe Acrobat DC
- VistA
- Customer service
- Office administration
- Report preparation
- Analytical research
Personal Information
Title: RETIRED
Timeline
Program Support Assistant - Credentialing and Training
VA Health Care System - Research Service
12.2008 - 07.2023
Secretary (OA)
VA Health Care System - Research Service
02.2002 - 12.2008
Program Support Assistant
VA Health Care System - Radiology
03.2000 - 02.2002
Secretary (OA)
VA Health Care System - Surgical Service (Ortho and Podiatry)
07.1998 - 03.2000
Office Automation Clerk
VA Health Care System - Social Work Service
03.1994 - 07.1998
Medical Clerk
Albuquerque VA Health Care System - Nursing Service
10.1992 - 03.1994
Clerk Typist (Occupational Health)
Naval Regional Medical Clinic - Occupational Health
07.1987 - 10.1992
Medical Clerk (Typing)
Naval Regional Medical Clinic - Medical Records
06.1983 - 07.1987
Editorial Clerk
Naval Weapons Evaluation Facility (NWEF)
04.1982 - 01.1983
Data Transcriber
Albuquerque Data Operations Center
01.1982 - 04.1982
Instructor
Albuquerque Data Operations Center
11.1981 - 01.1982
Data Transcriber
Albuquerque Data Operations Center
01.1980 - 11.1981
Clerk Aid
City of Albuquerque - Safety Office
07.1979 - 01.1980
Clerk
Corps of Engineers
09.1978 - 02.1979
Grantsmanship II - Fundamentals Program - undefined
Grantsmanship Program -
Society of Research Administrators