Program Support Assistant
Employment Type: Part-Time
This position will serve as a Program Support Assistant for the Women's Health Program at Northern Arizona VA Health Care System (NAVAHCS) in Prescott Arizona. The position is aligned to the Primary Care Service Line under the administrative supervision of the Primary Care Administrative Officer, but will work primarily with the Women Veterans Program Manager (WVPM) and the Women Health Medical Director (WHMD) to support of the Women's Health Program.
Learn more about this agency
Technology and Data Management:
Is tech savvy and possess solid computer skills and and indepth knowledge of various computer software programs and applications. Works independently in collecting, compiling, tracking, and analyzing data from various sources, and prepare accurate and meaningful reports to be used for strategic planning, measuring quality care, identifying changes and trends in key performance indicators (KPI), and reporting to leadership and the Women Veterans Health Committee.
Manages the technical components of virtual registrations, communications, meetings, focus groups and townhalls including; set-up, technical support, and trouble shooting, and provides education on how to utilize the software being employed. Maintains the Women's Health Intranet Web page, creates newsletter, mailing lists, and data bases. Skilled with MS Office products (Word, Excel, Powerpoint, Access, Publisher, TEAMS, Outlook, Adobe), VISTA, File Manager, SFFX, VSSC, Pyramid Analytics, Sharepoint, and CPRS, Eventbrite, WebEx, Webmaster, TEAMS, Audio Communicator, and the Annie App to enhance clinical care, data management, communications, outreach, and program operations and management. Highly desirable for incumbent to create reports using SQL and utilize VA Data Warehouse.
Works closely with the Office of Patient Experience to track patient concerns, satisfaction, and trust. Assists with monitoring the V-Signals real-time patient reports of trust, analyzes data for gender differences and trends in women Veterans experiences at NAVAHCS, collaborates to identify cause and develop action plans accordingly.
The incumbent will be responsible for managing, organizing, and updating the Women's Health SharePoint folders and all the documents, as well as, determining and managing access of individuals to the SharePoint sites using SFFX software.
Policy Governance/Project Management /Outreach:
Assists with reports from External Peer Review and Quality Management on concurrence with OIG and Joint Commission regulatory practices. By reviewing Women's Health performance measures, staying current on Women's Health Services Directive and policies, the incumbent will evaluate proposed changes or know deficiencies that have been identified and make recommendations to support new or revised policies that will promote positive women's health outcomes. Participates in facility-wide Environment of Care Rounds, identifies dignity, security, and privacy policies deficiencies, makes recommendations, enters work orders into VISTA, and also enters findings into Performance Logic. Develops and presents recommendations for improving clinical data-management methods, follow-up procedures, and timely compliance with regulatory guidelines. Collaborates with WVPM, WHMD, Public Affairs Officer, and others to develop and implement a comprehensive outreach program for Women Veterans. Helps increase and coordinate Women's Health outreach events and efforts through setting up and maintaining computer sites for registration, virtual events, and callings, mailings, maintaining an outreach calendar. Represent and educate attendees on the Women Veterans Health Program via booths and other means as needed at VA and community events, assists women Veterans in getting connected with the VA. Coordinates logistics for outreach events including staffing, computer support, brochures, other marketing materials, and tracks metrics.
Effectively and efficiently manages multiple competing priorities to ensure support is provided to all areas of women's health care. Tracks and responds to suspenses. Tracks the attendance of providers to Women Health Mini-Residiencies and maintenance of the required number of continuing education credits to maintain designation.
Following VHA Directive requirements, the incumbent will be responsible for identifying vendors and obtaining quotes for women's health equipment and supplies when required. In addition, the incumbent will be required to hold an active GSA purchase card for the Women's Health Program, order and procure supplies and other items for and track purchases with appropriate documentation, while ensuring expenditures do not exceed the funds available in the Women's Health Fund Control Point (FCP). Serves as a resource person on the Women's Health Program and policy requirements. Complies regular and special reports. Receives telephone and visitors in a prompt and courteous manner, ensures that deadlines, milestones, telephone conferences ,and meetings are met.
Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: Not Available.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD13379O
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
* Job family (Series)
0303 Miscellaneous Clerk And Assistant
* Assistants, Office
* Office Assistants
Conditions of Employment
* You must be a U.S. Citizen to apply for this job
* Designated and/or random drug testing may be required
* 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
* Preference will be given to current Facility/VISN employees
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/26/2021.
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.
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.
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-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: Office Management, Customer Service, Retail Management, Data Management, or Secretarial positions.
You will be rated on the following Competencies for this position:
* Computer Skills
* Interpersonal Skills
* Manages and Organizes Information
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 mostly sedentary and is performed in a clinic responsible for treating patients with a wide variety of medical problems. Normal safety precautions and practices are required for working in a health care environment. This position requires the emotional ability to deal effectively with multi-tasking, and high-volume patient flow. Other physical demands include reaching, bending, stretching, walking, and carrying light loads of supplies, occasional travel, working during off tour hours.
The work environment is adequately lighted, ventilated, heated or cooled and furnished. Work involves minimal risks and observance of safety precautions typical of a clinic and office environment. Needs to constantly be aware of the privacy of Personal Health Information and the discussion thereof. The employee may encounter women clients who will present with various specific questions or concerns related to eligibility, health care, social issues, or personal issues. The position may require occasional travel to CBOCs, RHCs, community outreach events, as well as to pick up supplies. Working off tour may be required for special events such as outreach, focus groups, and public forums.
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/.
There is no educational substitution at this grade level.
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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.