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Program Support Assistant (OA)

Company: Department of Veterans Affairs
Location: Durham
Posted on: June 12, 2021

Job Description:

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Summary

This position is a Program Support Assistant (PSA) assigned to the Medical Service and is located within the Durham Veterans Affairs Healthcare System (DVAHCS). The incumbent provides administrative support to the Telehealth Program in Dermatology with the focus of collecting, monitoring and reporting data in support of the assigned service.

Learn more about this agency

Responsibilities

Duties and responsibilities for this position include, but not limited to the following:

  • 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.
  • 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; and assists in the planning, review, reporting, and presentation of data/statistical results of program studies.
  • Tracks and trends issues related to program effectiveness and implementation; utilizes statistical data to compile monthly workload reports as requested for all program staff; participates in performance improvement activities related to the program quality improvement process; and offers performance improvement advice to program staff.
  • Reads all incoming Quality Improvement (QI) correspondence, determining proper action, maintaining suspense file or necessary action, and independently preparing response where appropriate, assuring that necessary Dermatology Staff are made aware of correspondence concerning QI activities.
  • Serves as a Program Support Assistant to the Administrative Officer Medicine and the staff of the Dermatology clinical and telehealth program.
  • Handling data and coordination for program patients.
  • Serves as a point of contact for patients, medical center staff, Mid-Atlantic Healthcare Network (VISN 6) staff, community agencies, and various others who contact this office.
  • Assists with any future proposals/projects that are implemented.
  • Responsible for collecting, compiling and/or tracking statistical information in support of program operations and to access status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures.
  • Establishes protocols for incoming data, organizes and maintains patient data and retrieves a variety of computerized data.
  • Tracks and trends issues related to program effectiveness and role implementation.
  • Responsible for helping to assure that all staff members are aware of current Decision Support System (DSS) codes for telehealth and names of clinics utilized by program.
  • Utilizes statistical data to compile a monthly workload report(s) for all program staff.
  • Assists in keeping clinical leadership apprised of patient status(es) 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.
  • Responsible for providing data/reports related to the administrative, clinical, and technical aspects of the Dermatology program.
  • Responsible for projecting/tracking the annual estimates of a variety of programmatic costs such as, salary projections,estimates of equipment leases and purchases, car lease costs, office supplies, and travel/tuition yearly costs.
  • Responsible for compiling and submitting various budget reports to Service AO as requested as well as maintaining accurate account of actual expenditures.

Work Schedule: Monday-Friday; 7:45am-4:30pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/PD067660

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0303 Miscellaneous Clerk And Assistant

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Requirements

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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/24/2021.

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-06 position you must have served 52 weeks at the GS-05. 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 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-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: Comprehensive knowledge of the duties, priorities, commitments, policies, and program goals of the unit sufficient to perform non-routine assignments.Skill and ability to utilize data collection forms/techniques to assure compliance with reporting requirements and validity of the end product. 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. Knowledge of medical records and medical terminology to organize patient records, to research records, extract medical information, and review records for completeness, accuracy, and consistency with medical facility requirements. 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 at a Medical Center 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 analyze and solve problems and to make clear, well-defined recommendations. Knowledge of VA policies and regulations to assure all actions are in conformance with all statutory and regulatory requirements (i.e. confidentiality, Health Insurance Portability and Accountability Act (HIPPA), etc.) Knowledge of the VAMC system of health care, medical terminology used in the facility, and how to function within a large medical center. 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 non-medical) people at all levels in the agency and in local and community wide settings. Knowledge of basic financial procedures and processes, and the ability to track a variety of program expenses. Knowledge of the basic objectives and policies governing various management or program operations.

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

  • Accountability
  • Contracting/Procurement
  • Information Management
  • Interpersonal Skills
  • Self Management
  • Teamwork
  • Written Communication

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, but may require some walking, bending, stooping, standing, stretching and carrying objects such as files/binders. Work also requires spending time performing keyboarding duties.

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.

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.

Keywords: Department of Veterans Affairs, Durham , Program Support Assistant (OA), Other , Durham, North Carolina

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