Program Support Assistant (OA)

Summary The Program Support Assistant GS-0303-06 is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network 7 (VISN 7), Ralph H. Johnson (RHJ) VA Medical Center, Medicine Service, Charleston SC. Ralph H. Johnson VA Medical Center (VAMC). The Program Support Assistant is the focal point of the support staff for the Medicine Service and maintains programs that support local, regional and national directives, missions, and goals. Responsibilities The Medicine Service Program Support Assistant works under the direct supervision of the Medicine Service Program Specialist who provides broad administrative direction and outlines general objectives, priorities and mission concepts. The incumbents program responsibilities extend to all the various subspecialties including, but not limited to Cardiology, Critical Care Medicine, Dermatology, Emergency Department, Endocrinology, Diabetes, Gastroenterology, Hematology, Hepatology, Hospital Medicine, Infectious Disease, Infection Control, Nephrology and Hypertension, Oncology, Pulmonology, Rheumatology and Sleep Medicine, as well as the activities of the Office of the Chief of Medicine. There are training affiliations and trainees rotating on a yearly basis. The Program Support Assistant provides direct program assistance to the Program Specialist and support to the various section chiefs and supervisors assigned to Medicine Service. Works independently with providers to manage all aspects of specialty care consults and uphold clinical documentation standards. Duties include but may not be limited to the following: Implements methods to improve accuracy, adequacy or timeliness of information, and systems for disseminating information to supervisors and section chiefs as well as the Chief of Medicine. Works closely with the professional and technical staff and support services and assists the Administrative Officer in proposal development for equipment procurement, prioritizing the services needs, and preparation of all required paperwork. Reviews documents and reports for errors, omissions, and inconsistencies and ensures data entry is complete and accurate. Educates providers, administrative, and clinical staff on workload accountability and proper inpatient and outpatient clinical documentation integrity with regard to ACA and Joint Commission compliance, consults management, workload capture, encounter management and other EMR workflows. Work Schedule: Full-Time, 7:30am-4:00pm or 8:00am-4:30pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: 07869A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement10/09/2024, . Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05 level. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Developing workflow charts and graphs, and internal mechanisms for trending and reporting data, workflow efficiency, and program development; AND Performing personnel administrative and programmatic functions for providers and staff, interfacing with payroll, human resources, IT, education and quality management. Note: Your experience must be detailed in your resume to receive credit. Preferred Experience: The incumbent serves as a Program Support Assistant in the Medicine Service Line and Reports Directly to the Administrative Officer of the Service line or Supervisory Program Specialist. The incumbent also provides administrative support for other members of the Medicine Service Line. The purpose of this position to provide a wide variety of clerical and administrative support duties in support of the overall administrative functions of the office, documenting minutes for various meetings, records management, time keeping, training coordination, travel orders, and personnel actions; maintains a perpetual inventory of office supplies; arranges for equipment purchasing, moving and disposal; preparing justifications for office equipment and furniture; and preparing estimates to be used in projected operating budgets for supplies, and equipment. Preforms complex work involving the collection, compilation, and tracking of data and statistical information is support of the organizations program operation. Assists in the planning, review, and presorting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Performs an in- depth analysis of the data and generates a variety of reports. Coordinates incoming data for a variety of resources. Reviews documents, reports, and/or applications of omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. The incumbent will assist management and technical Subject Matter Experts (SME) with collecting data and metrics which are leveraged within a variety of operational reports that support the program and/or the combined organizations routine needs and submits to supervisor for review. This position will also generate reports on the status and effectiveness of specialty clinics. The incumbent must be able to visualize needed changes and improvements within the service line and make suggestions to management. This position must be able to comprehend, interrelate, evaluate facts, distinguish between causes and effects, understand fundamental problems and be able to assist developing solutions logically and systematically. This position assists in patient complaints and must demonstrate effective communication skills while preparing letters, memorandums and other written communication. Acts as work order Point of Contact (POC) for the service submitting all electronic work orders through the Engineering Data File (MAXIMO) and tracks all orders to assure completion in a timely manner. Initiates the clinical equipment purchase process by soliciting telephone quotations and prepares documentation for submission into the Enterprise Equipment Request (EER) portal for the requisition items through the contracting staff. The incumbent completes Sole Source Justifications for the equipment procurement process at the request of VISN 7 Contracting. You will be rated on the following Competencies for this position: Administration and Management Customer Service (Clerical/Technical) Database Management Systems Flexibility Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. Typically the employee sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as books, papers. No special physical is required to perform this work. For more information on these qualification standards, please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. Additional Information VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPMs Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the “Who may apply” eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.