Laura Olson
St. Cloud VAHCS
Albany,MN
19
years of professional experience
Dynamic Administrative Support Professional with a proven track record in versatile office management and advanced proficiency in Microsoft Office applications. Recognized for exceptional planning and problem-solving abilities, consistently adapting to changing environments while exceeding expectations. Expertise in managing multiple priorities and meeting tight deadlines without sacrificing quality ensures seamless operations and enhanced productivity. Committed to delivering outstanding support that drives organizational success and fosters a collaborative work environment.
Work History
Program Support Assistant – Nutrition and Food Services
3 Years 7 Months- Dealt directly with patients who have been instructed to request a new appointment.
- Maintained daily contact with Veterans and professional services personnel who provide outpatient care, to ensure the best possible liaison between the patient and the medical center personnel.
- Accepted telephone calls from Veterans, relatives, service officers, etc. regarding outpatient treatment and transportation.
- Uses VISTA, VISTA Scheduling GUI, Virtual Care Manager, and CPRS computer system on a daily basis, including the keyboard and printer, to schedule/reschedule outpatient appointments.
- Reviewed medical records of outpatients to ensure that requested appointments are made for the professional staff and diagnostic services.
- Assist the supervisor in the preparation of pertinent human resources forms and documents; provide guidance and assistance in a variety of personnel matters including payroll problems, job opportunities, and training;
- Coordinate and schedule staff training; provide assistance with day-to-day questions regarding various computer applications as well as provide information technology management and network administration and technical support; prepare reports associated with property, training, and vehicle use; arrange, attend, and prepare informational packets for meetings and conferences.
- Prepare agendas and make arrangements for Nutrition Committee Meeting, Nutrition and Food Service Collaborative Subcommittee, Accident Review Committee, and other meetings as requested.
- Maintain Time & Leave Spreadsheets for employees leave, training, etc. every week
- Manage and maintains the Clinical Dietitian Manager calendar to increase time management in her schedule.
- Operate office equipment such as fax machines, copiers, phone systems, and utilize computer developing Excel spreadsheets, Word processing, and Adobe documents, as well as six secure medical center databases (VISTA, VISTA Scheduling GUI, CPRS, Virtual Care Manager, Pyramid, and MCAA).
- Sought out available appointments with multiple staff members and services to coordinate physical examinations for compensation and pension purposes, prisoners of war, and those Veterans who were exposed to Agent Orange.
- Organized interviews for dietitians and food service workers.
- Perform general office duties such as ordering supplies, route and distribute incoming mail, and other materials to multiple areas of the medical facility.
- Builds and maintains providers appointment grids for seven different department in the facility.
- St. Cloud VAHCS 40 hours a week, GS 6
- Coordinated scheduling and logistics for program activities, enhancing operational efficiency.
- Managed communication between departments to ensure timely information flow and collaboration.
- Developed training materials for staff, improving onboarding processes and knowledge retention.
- Streamlined reporting procedures, increasing accuracy and reducing processing time for program data.
- Performed clerical organization, answered phones and filed documentation for program manager.
- Scheduled conference rooms, prepared agendas, and maintained calendars to prepare for meetings and events.
- Communicated clearly with program staff and participants through written and digital correspondence.
- Provided exceptional customer service when responding to inquiries from internal/external stakeholders regarding the program''s offerings or policies.
- Assisted in gathering of program data to compose thorough monthly reports.
- Provided general program information and assistance.
- Actively participated in training sessions to enhance professional skills that positively impacted job performance.
- Collaborated with cross-functional teams to address program challenges, fostering a culture of teamwork and problemsolving.
- Streamlined data collection processes for performance metrics analysis, enabling more informed decision-making on continuous improvement efforts.
Program Support Assistant – Social Work Executive & Special Programs Manager
14 Years 11 Months- Assist the supervisor in the preparation of pertinent human resources forms and documents; provide guidance and assistance in a variety of personnel matters including payroll problems, job opportunities, and training; coordinate and schedule staff training; provide assistance with day-to-day questions regarding various computer applications as well as provide information technology management and network administration and technical support; prepare reports associated with property, training, and vehicle use; arrange, attend, and prepare informational packets for meetings and conferences.
- Prepare agendas and make arrangements for Social Work Professional Practice Sub-Committee, Social Work Student Education Sub-Committee, The Social Work Executive Sub-Committee, and other meetings as requested.
- Maintain Time & Leave Spreadsheets for employees leave, training, etc. every week
- Prepare productivity reports monthly for employees.
- Manage and maintain the Social Work Executive calendar to increase time management in him schedule.
- Update and create spreadsheets to track the recently graduated social worker’s supervision hours. Track when social workers need to update their license.
- Update spreadsheets to track information on Mental Health Intensive Case Management patients for this service team.
- File personnel items, and other important paperwork that the Social Worker Executive and Special Programs Manager need in accordance with HIPPA, CARF, and JCAHO (Joint Commission Accreditation of Health Care Organizations) regulations.
- Assist with orientation of Social Workers and the Social Work Graduate Students.
- Operate office equipment such as fax machines, copiers, phone systems, and utilize computer developing Excel spreadsheets, Word processing, and Adobe documents, as well as four secure medical center databases (VISTA, CPRS, Pyramid, and MCAA).
- Manage the Social Work Resources SharePoint
- I worked with MCAA to develop data systems for all the social workers in the facility and one for just the Primary Care Service Line Social Workers.
- Collaborate with other Mental Health Program Assistants and provide guidance with a portion of their job duties as needed to maintain overall coverage within the MHSL.
- Perform general office duties such as ordering supplies, route and distribute incoming mail, and other materials to multiple areas of the medical facility.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other miscellaneous material.
- Administer and distribute Social Work bus tokens, phone cards, canteen books, and gift cards
- Review and update Medical Center Policies and SOP’s for the Social Work Executive and the MHICM and PRRC programs.
- I created the new electronic copy of the Social Work Clinical Pertinence Review Forms in Adobe, so paper and storage where reduced.
- I pull the inpatient roster and patient movements reports form VISTA every day for morning reports that get sent out.
- Distribute electronic copies of the Social Work Clinical Pertinence Forms out to all of the Social Workers quarterly.
- Yearly I give the social workers and their supervisors data on their Clinical Pertinence Review data.
- Administer the memorandum that goes to Healthcare Delivery Council for the review of the Social Worker’s Focused Professional Practice Evaluation (FPPE) or their Ongoing Professional Practice Evaluation (OPPE).
- Distribute Social Work Clinical Pertinence Forms for our FPPE process.
- Organize interviews for Social Workers, Social Work Students, and RN’s.
- Booking and approving group room for various other VA employees.
- Previously I entered documentation for education LEAF requests for the Mental Health Service Line
- Previously was a Purchase cardholder, utilize card to order for the psychologists, Vocational Rehabilitation – Supported Employment and for the CWT Clinic.
- Responsible for calling vendors to order supplies and to verify the prices prior to purchase.
- St. Cloud VAHCS 40 hours a week, GS 5
- Coordinated administrative support for program operations, enhancing workflow efficiency across departments.
- Developed and maintained program documentation, ensuring accuracy and compliance with VA regulations.
- Assisted in scheduling appointments and managing calendars for program managers, optimizing resource allocation.
- Collaborated with healthcare teams to streamline patient intake processes and improve service delivery timelines.
- Coordinated scheduling and logistics for patient appointments, improving access to care.
- Managed communication between departments to facilitate efficient operations and information flow.
- Developed training materials for new staff, enhancing onboarding process and knowledge retention.
- Implemented tracking systems for patient data, ensuring accuracy and compliance with regulations.
Education
Some College (No Degree)
Some College (No Degree)
Skills
Experienced in front-desk operations
Computer Skills: MS Word
MS SharePoint
MS Excel
MS TEAMS
MS PowerPoint
Adobe PRO DC
MS Outlook
Customer service
Office administration
Report preparation
Timeline
Program Support Assistant – Nutrition and Food Services
St. Cloud VAHCS
01.2023 - CurrentRead More
Program Support Assistant – Social Work Executive & Special Programs Manager
St. Cloud VAHCS
02.2008 - 01.2023Read More
St. Cloud State University
Some College (No Degree)
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St. Cloud Technical College
Some College (No Degree)
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University of Phoenix
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