Veterans Affairs, Veterans Health Administration Program Support Assistant (OA) in Charlotte, North Carolina
Summary The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Salisbury VA Medical Center, Primary Care Service Line, Salisbury, NC. The incumbent provides administrative and management support functions that are essential to facilitate improvement of primary care access and patient outcomes. The incumbent will assist with data collection, analysis of trends, and implementation of best practices. Responsibilities The incumbent is responsible for collecting, compiling and/or tracking statistical information and preparing complex data/reports related to the administrative, clinical, and technical aspects of the program for submission to the Administrative Officer and Associate Chief of Staff. The incumbent tracks achievement on performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; uses software applications to draw information from a wide variety of sources in order to prepare reports; retrieves a variety of computerized data, establishes protocols for incoming data; organizes and maintains patient data; maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies, etc. and assists in the planning, review, reporting, and presentation of data/statistical results of program studies. The incumbent tracks and trends issues related to program effectiveness and implementation; utilizes statistical data to compile monthly workload reports as requested for all program staff; reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Participates in performance improvement activities related to the program quality improvement process; and offers performance improvement advice to program staff. Program Resources Services and Support Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the Primary Care Service Line program. Completes special projects in support of the policy development and/or technical/program activities. Assembles and summarizes data, background information, and other materials from publications and other sources. Works collaboratively with the Administrative Officer and the support staff in Community Based Outpatient Clinics (CBOCs) to ensure smooth flow of operations. The incumbent develops and implements the Service's CPRS templates and clinic profiles. The incumbent facilitates and troubleshoots patient and administrative issues related to the consult process of specialty care within the service line and support administrative issues/processes related to inter-facility consults to other facilities. The incumbent develops, establishes, and re-evaluates provider specialty clinic profiles and provider-patient contact templates. The incumbent runs daily Encounter Action Activity Report (EARR) and provides that information to the Administrative Officer for resolution. Incumbent ensures clinic stop code information corresponds with the DSS stop code identifiers on the clinic profiles. The incumbent conducts program evaluation interviews, follow up interviews, and responsible for the administration and scoring of standardized questionnaires. Enters final approvals from tuition support council into Zegato for Fiscal authorizations. Assists staff with expense reports and serves as a subject-matter expert in Zegato for PCSL. Maintains credentialing files for PCSL providers, gathering and compiling data to ensure accurate and current credentials are kept on file. Prepares board actions for credentialing process. Is responsible for the Prime Resident training program scheduling. Includes coordinated selection of preceptor with ACOS and AO advice. Schedules all lectures and various services and provides case presentations with PCSL providers, scheduling new employee orientation, coordinating schedules for call/post call and leave days. Distributes schedules and follow-up to assure changes, preceptor and resident evaluations. Maintains contact with Wake Forest University (WFU). Work Schedule: Monday-Fridays 8:00am-4:30p.m Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD013990 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/29/2023. 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-7 position you must have served 52 weeks at the GS-6. 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. Typing Requirement: Applicants for this position must possess a typing speed of at least 40 words per minute. Words per minute are based on a 5-minute sample with three or fewer errors. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Extensive Computer Skills Extensive knowledge of the practices and procedures involved in data collection techniques, validation, and review in order to assure compliance with reporting requirements and validity of the end product. Ability to complete assigned projects, studies, narrative and statistical reports, and reviews in a thorough, accurate and timely manner and the ability to effectively communicate the results orally and in writing. Knowledge and skill in the use of computer equipment with a wide variety of software to input and retrieve data as required, produce letters, memorandums, and to prepare a variety of specific working documents and forms such as spreadsheet, database, word processing, desktop publishing, graphics, and other similar products. Qualified typist is required. Ability to use the organization's computerized data entry and patient records information processing systems. Knowledge of the broad range of patient care and administrative services in order to plan, implement, carry out, and advise on various activities relative to quality management/improvement, continuum of care, and performance measures. Ability to communicate verbally and in writing with a variety of people from different backgrounds and different levels of understanding. This may include patients, visitors, clerical, technical, administrative, and professional (medical and nonmedical) people at all levels in the agency and in local and community wide settings. You will be rated on the following Competencies for this position: Accountability Analysis and Problem Solving Data Management Problem Solving 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 primarily sedentary. There may be some walking, standing and sitting. Reading, composing memo and frequent usage of visual display terminal is required. No heavy physical demands are required. For more information on these qualification standards, please visit the United States Office of Personnel Management's 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 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 OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.