Clarification from the agency

Open to current, permanent employees of the Richard L. Roudebush VA Medical Center & subsidiary CBOC. This includes: Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. and meets interchange agreement requirements). Employees and Career Transition Assistance Plan (CTAP) eligible displaced VA competitive service employees. This does not include temporary, term or temporary employees.

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The duties of the position may include but are not limited to the following:

ADMINISTRATIVE SUPPORT

The incumbent serves as administrative support assistant for PMRS. Work includes coordination of multi-disciplinary team intakes and evaluations. Employee performs a variety of administrative functions and assignments necessary for the efficient management of the office, such as, purchasing functions to include procurement of services, products supplies and/or equipment. This requires a practical knowledge of applicable operations, procedures, and understanding of the program policies and regulations. Maintains and tracks EILs for all PMRS equipment.

Prepares reports and correspondence related to PMRS for the administration staff. In the absence of the program analyst, incumbent performs other clerical duties as needed.

The incumbent maintains a calendar of appointments of Veterans, meetings, conference calls, and scheduled leave as well as coordinates meetings, prepares travel papers, schedules conferences, and assists the treatment team with all administrative functions.

The incumbent coordinates and takes minutes for the various program meetings. Also, provides administrative guidance to residents and fellows assigned to the PMRS Service and assists them with special needs/information that is unique to VA practice.

The employee is cross-trained in many of the specific job functions of other PMRS administrative support staff. This enables the incumbent to provide cross coverage for time-sensitive administrative duties needing completion when those primarily responsible are unavailable.

DATA COLLECTION & TRACKING

The incumbent is responsible for collecting, compiling and/or tracking statistical information in support of program operations. 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; and assists in the planning, review, and reporting of data/statistical results of program studies. The incumbent retrieves a variety of computerized data, establishes protocols for incoming data, and organizes and maintains patient data.

The incumbent tracks and trends issues related to program effectiveness and role implementation; assures that all staff members are aware of current DSS codes for patient services and names of clinics utilized by the program; utilizes statistical data to compile monthly workload reports as requested for all program staff; assists with keeping program staff apprised of patient census and any changes/problems that might be encountered; participates in performance improvement activities related to the program quality improvement process; and offers performance improvement advice to program staff.

STATISTICAL SUPPORT RESPONSIBILITIES:

Serves as technical support regarding complex statistical processes and analysis. Ensures that statistical analysis provided to the Supervisory Program Manager (Business Manager) and Service Chief are complete and comprehensive and provides information critical to decision making. Data analysis and recommendations provided are used by Service administrators for productivity improvement; management controls; and short and long-range planning.

Based on analysis of statistical data, answers questions proposed by senior staff personnel and makes recommendations for implementation and monitoring to the Service administration presenting findings in an illustrative form. Thoroughly understands the operating procedures for PMRS and the data processing capabilities of available equipment for proper application to specific problems.

Incumbent provides technical expertise concerning data collection.
1) reviews documentation, guidelines, and data collection to ensure adherence to guidelines;
2) answers questions to ensure that actual data collection efforts are fully understood and do not compromise the statistical design;
3) compiles instructions for the use of such tools;
4) analyzes statistical results for validity and appropriateness;
5) recommends correction of survey technique or audit design; and data collection process to ensure valid statistical results. Ensures incorporation of committee decisions by overseeing design and implementation of data collection procedures.

Work Schedule: Monday - Friday, Days. Hours TBD During Interview.
Compressed/Flexible: Authorized
Telework: Ad-Hoc. Telework is authorized at the discretion of the Manager.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Asst (OA)/PD92193-0
Relocation/Recruitment Incentives: Not Authorized

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 a background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.
• Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

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 the 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.

• Data Management Data Management and Metrics Skills: Ability to enter, retrieve, and compile data from automated databases (such as VistA, CPRS, and Microsoft Excel) to generate routine reports, maintain records, and support program operations. Demonstrated skill in tracking and summarizing service-level metrics (such as no-shows, consults, unsigned notes, and encounters), as well as identifying, investigating, and resolving outliers or discrepancies in the data to support accurate monitoring of program performance and outcomes.
• Skills: Ability to enter, retrieve, and compile data from automated databases (such as VistA, CPRS, and Microsoft Excel) to generate routine reports, maintain records, and support program operations.
• Proficiency with Office Technology: Skill in using computers and various office software applications (e.g., word processing, spreadsheets, electronic mail, presentation software) to prepare documents, forms, and perform general office functions.
• Organizational Awareness: Knowledge of the general organizational structure within the medical center or similar healthcare setting in order to direct inquiries appropriately and provide basic guidance to staff regarding administrative procedures.
• Administrative Support: Experience performing clerical functions such as maintaining time and attendance records, processing personnel actions, and filing or retrieving administrative documents according to established procedures.
• Communication Skills: Ability to communicate clearly and concisely, both verbally and in writing, with staff at various levels and with a diverse group of individuals. Ability to compose straightforward correspondence and reports using correct grammar, punctuation, and format.
• Attention to Detail: Ability to review documents for accuracy and completeness and follow up on discrepancies as needed.
• Customer Service: Skill in providing courteous and effective service, using tact and diplomacy, in interactions with patients, staff, and visitors.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

We encourage you to review your resume to ensure it is compliant with the requirements.
You must include qualifying specialized experience employment periods in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week).
AND, if you have held a Government position, that position's grade level MUST be listed on your resume; Failure to include all requirements in your resume will result in disqualification.
Please refer to USAJOBS Help Center - What should I include in my federal resume? for additional information on resume requirements.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

NOTE: You must include qualifying specialized experience in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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.

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.