Program Support Assistant

Summary

Program Support Assistant for the Administrative Office, providing logistical and administrative support in the management of Primary Care Service clinical and academic programs. Works at a two-divisional teaching hospital affiliated with University of Kentucky Medical Center at the U.S. Department of Veterans Affairs Medical Center, Lexington, Ky. Will normally work at one of the locations for two divisions (Cooper Drive Division or Leestown Road Division) at the other location as necessary.

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Overview

• Accepting applications

• Open & closing dates

04/25/2024 to 05/09/2024

• Salary

$44,117 - $57,354 per year

• Pay scale & grade

GS 6

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Location

1 vacancy in the following location:

• Lexington, KY 1 vacancy

• Remote job

No

• Telework eligible

No

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time -

• Service

Competitive

• Promotion potential

6

• Job family (Series)

0303 Miscellaneous Clerk And Assistant

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTG-12395369-24-TMB

• Control number

788278800

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

Please be advised this vacancy is opened to Current and Permanent Lexington VA Healthcare System employees, and CBOCs that are Stationed at #596 Only. (If you are unsure of if your current duty station falls under the correct Station # to be considered for this position, you can verify your Station # by referring to Box 40 on your most recent SF-50. The first 3 alphanumeric values should read 596 in order to be considered for this position.)

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Duties

The Program Support Assistant is responsible for administrative duties for Primary Care Service. The major duties and responsibilities include but are not limited to:

• Will normally work at one of the locations for the two divisions (Cooper Drive Division or Leestown Road Division), but is required to work at the other location as necessary.

• Operates within a tertiary care medical center, providing all aspects of primary care including routine preventive services, management and treatment for chronic diseases, episodic and interim care for non-urgent conditions, referral to specialty care or inpatient care, and telephone care.

• Responsible for providing programmatic support in several key areas ,including the clinic setup and maintenance, data mining/reporting, and support related to space and equipment.

• Responsible for clinic management.

• Ensures implementation, monitoring and evaluation of all administrative procedures related to clinic setup and will act as the facility resource on all issues that relate to the Primary Care clinics.

• Provides general support to primary care clinics in the following areas: Initial clinic set up; Annual clinic review and cancelation; Periodic clinic profile changes, CVT clinics (telehealth), video clinics, review of recall entries and reports.

• Responsible for canceling appropriate clinic for planned and unplanned provider leave request.

• Develops, manages and monitors the SharePoint site and all its content related to performing daily tasks.

• Develops templates and calendars for extended (weekend) clinics. Creates multiple excel worksheets to provide data analysis and creates formulas and calculations for provider report cards that consist of data involving metrics to meet goals, objectives and guidelines.

• Compile data that is used by the Chief of Primary Care for decisions regarding provider proficiencies.

• Work independently and with management regarding overall clinic management. Completes VESTING reports that influence revenue and decisions. Assist management creating and updating the scheduling grids.

• Works with the Chief of Optometry, Medical Support Assistants, Patient Care Services, Telehealth, Health Prevention / Disease Prevention, security personnel, Human Resources, Chief of Primary Care, medical professionals, DSS staff, Logistics and Information Management.

• Serves as a service level Human Resources liaison. Submits and updates service personnel files by submitting SF52's through WebHR.

• Assist management with compiling and submitting recruitment packages for vacancies.

• Troubleshoots computer problems for office and clinic staff. Verifies/maintains current staff accuracy/activity via computer user audits. Processes inactive staff that have transferred or no longer work with the VAMC. Serves as service PIV Manager. Works closely with HR Security Personnel.

• Serves as the backup time keeper for the service. This include timekeeping for the Primary Care office, Primary Care providers, Fee Basis providers, HPDP, Optometry service, and any other services assigned to the Primary Care T &L's.

• Serves as a Fund Control Point clerk for purchase requests for Optometry and Primary Care. Incumbent gathers information for orders and identifies problems and issues via communication with Logistics service and outside vendors.

• Provides both ongoing as well as one-time data used by the Primary Care service Office. This includes pulling data from Vista, VCCS, CPRS, and the data warehouse. Incumbent is expected to compile data into meaningful and concise reports.

• Serves as the ADP AC for Primary Care service and as will be knowledgeable about packages used by Primary Care clinicians and support staff.

• Responsible for a variety of activities associated with space and equipment including conducting inventories, requesting equipment and supplies for the team, and participating in meetings / discussions regarding construction I activation.

• Serve as a data mining resource, generating reports and pulling data regarding workload, recall, etc.

• Serve as the backup records liaison. Creates All PC and Provider Meeting agenda along with generating any required minutes from the meetings. Performs any other duties as assigned.

Work Schedule: Full Time M-F 7:00 am

• 3:30 pm or 8:00 am

• 4:30 pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD303520

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

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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, 05/09/2024.

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-6 position you must have served 52 weeks at the GS-5. 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.You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: administrative support duties; Microsoft Office email and spreadsheet systems; possessing an understanding of medical terminology; retrieving files; maintaining calendars, appointments and schedules; maintaining time and attendance records; coordinates meetings and scheduling conferences; establishing and maintaining an efficient filing and reference system for all files; using automated data processing equipment to generate a variety of reports; typing letters, memos, reports, etc. in final form; customer service; processing incoming and outgoing materials such as correspondence, reports, and other forms of written communication; establishing priorities and setting deadlines. OR,
• Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. .

You will be rated on the following Competencies for this position:

• Administration and Management

• Configuration Management

• Customer Service (Clerical/Technical)

• Knowledge Management

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.

Preferred Experience: Timekeeping and spreadsheet management.

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 involves mostly administrative processing which requires standing, walking, sitting, stooping, bending, lifting light objects, answering telephones and entering data into an electronic record keeping/information system .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/.

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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

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.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

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

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.

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.