What are the responsibilities and job description for the Program Assistant position at Veterans Health Administration?
The Program Assistant within the Organizational Excellence service supports the facility-wide deployment of High Reliability Organization (HRO) implementation efforts. Performs a broad range of duties involving a wide variety of program management, administrative, and analytical functions associated with the New Mexico VA Healthcare System's Journey to High Reliability and the operation of the Organizational Excellence service.
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-07 position you must have served 52 weeks at the GS-06. 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:
You will be rated on the following Competencies for this position:
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, although some slight physical effort such as light lifting and walking in the facility or grounds from building to building may be required. Sick leave record will be a factor as the department needs an applicant with a history of reliability in attendance.
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/.
Analyzes and evaluates the effectiveness of healthcare system programs or operations in meeting established goals and objectives for the High Reliability Organization deployment and Organizational Excellence (OE) service.
Monitors high reliability program implementation and indicators designed to prevent poor quality, patient harm and/or and ineffective work practices and to verify adherence to high reliability plans and requirements.
Maintains ongoing assessment and audit preparation for the Systems Redesign and High Reliability Organization maturity assessments as well as Service-level readiness for The Joint Commission, OIG CHIP, and similar surveys or inspections.
Utilizes available data sources and creates tracking methods to gather data, determine pertinent issues, and collect relevant information.
Develops reports, presentations, recommendations, and proposals.
Assures that all suspense actions are completed and submitted in a timely fashion.
Project and Training Support
Employs various project management methods to perform a variety of duties related to special projects involving administrative or support issues related to all aspects of the OE.
Conducts analysis, plans, and executes new or improved organizational strategies to improve the effectiveness and/or efficiency of service operations.
Provides project support through the application of lean methodology.
Employs problem solving strategies and creative solutions in the planning and execution of process improvement work and interacts collegially with staff at all levels and all disciplines.
Consults with technical experts to examine and analyze usual or problem situations indicated by changes in program quality indicators.
Assists technical managers and staff in developing process solutions.
Demonstrates knowledge of roles of health care personnel and promotes a climate of inter-service collaboration, cooperation and understanding.
Supports the execution of training workshops, events, and courses offered by the OE.
Coordinates the event venue, ensures attendees are scheduled, prepares support material, and provides technical assistance to event staff and participants to ensure the successful incorporation of office automation and virtual capabilities.
Personnel Administration
Implements, trains, and advises staff in the focused processes and techniques required to maintain service operations.
Evaluates, develops, analyzes, and recommends changes in work methods and procedures which impact timeliness and quality of job performance.
Performance Management
Provides primary support for the OE records, files, and databases as the Records Liaison Officer.
Decides on disposition of records in accordance with MCM 136-17, Records Management Policy.
Serves as primary timekeeper for the Service.
Initiates SF-52s in personnel system for data changes, pay rate changes, promotions, recruitment for vacancies or new positions.
Coordinates interviews for new candidates, and interview panelists.
Ensure the Emergency Call Back Roster is accurate and up to date.
Collateral duties as an Automated Data Processing Application Coordinator (ADPAC).
Assists with developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency, regulatory, and accrediting requirements.
Provides proactive planning to improve the operation of the OE. Manages compliance to the GEMS, Environment of Care (EOC), and OSHA Programs.
Maintains the EOC administrative monthly checklist, Job Hazard Analysis and Safety Logs.
Maintains equipment accountability and supports Custodial Officer's annual (EIL) Equipment Inventory Process Review.
Drafts equipment turn-in requests for all unused or beyond repair equipment for service chief review and approval prior to submission to Material Management for proper disposal.
Maintains the Service intranet site and Service level MS Teams channels.
Performs other related duties as assigned.
Work Schedule: Monday - Friday, 07:30 AM - 04:00 PM
Compressed/Flexible: No Authorized
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Program Assistant/PD142440
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required
Qualifications:
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/18/2023.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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: budgeting programming and analysis, advising leadership on funding status; communicate with service level leadership in various formats for program and project status; experience applying accreditation and regulatory standards to mission and operational requirements; working with acquisition and procurement regulations and procurement, ensuring compliance with regulatory requirements; experience working with contracts, equipment sources, and knowledge of shipping procedures; and analyzing and evaluating program administration.
You will be rated on the following Competencies for this position:
- Customer Service
- Data Management
- Performance Management
- Project 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.
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, although some slight physical effort such as light lifting and walking in the facility or grounds from building to building may be required. Sick leave record will be a factor as the department needs an applicant with a history of reliability in attendance.
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/.
Responsibilities:
Data Management and AnalysisAnalyzes and evaluates the effectiveness of healthcare system programs or operations in meeting established goals and objectives for the High Reliability Organization deployment and Organizational Excellence (OE) service.
Monitors high reliability program implementation and indicators designed to prevent poor quality, patient harm and/or and ineffective work practices and to verify adherence to high reliability plans and requirements.
Maintains ongoing assessment and audit preparation for the Systems Redesign and High Reliability Organization maturity assessments as well as Service-level readiness for The Joint Commission, OIG CHIP, and similar surveys or inspections.
Utilizes available data sources and creates tracking methods to gather data, determine pertinent issues, and collect relevant information.
Develops reports, presentations, recommendations, and proposals.
Assures that all suspense actions are completed and submitted in a timely fashion.
Project and Training Support
Employs various project management methods to perform a variety of duties related to special projects involving administrative or support issues related to all aspects of the OE.
Conducts analysis, plans, and executes new or improved organizational strategies to improve the effectiveness and/or efficiency of service operations.
Provides project support through the application of lean methodology.
Employs problem solving strategies and creative solutions in the planning and execution of process improvement work and interacts collegially with staff at all levels and all disciplines.
Consults with technical experts to examine and analyze usual or problem situations indicated by changes in program quality indicators.
Assists technical managers and staff in developing process solutions.
Demonstrates knowledge of roles of health care personnel and promotes a climate of inter-service collaboration, cooperation and understanding.
Supports the execution of training workshops, events, and courses offered by the OE.
Coordinates the event venue, ensures attendees are scheduled, prepares support material, and provides technical assistance to event staff and participants to ensure the successful incorporation of office automation and virtual capabilities.
Personnel Administration
Implements, trains, and advises staff in the focused processes and techniques required to maintain service operations.
Evaluates, develops, analyzes, and recommends changes in work methods and procedures which impact timeliness and quality of job performance.
Performance Management
Provides primary support for the OE records, files, and databases as the Records Liaison Officer.
Decides on disposition of records in accordance with MCM 136-17, Records Management Policy.
Serves as primary timekeeper for the Service.
Initiates SF-52s in personnel system for data changes, pay rate changes, promotions, recruitment for vacancies or new positions.
Coordinates interviews for new candidates, and interview panelists.
Ensure the Emergency Call Back Roster is accurate and up to date.
Collateral duties as an Automated Data Processing Application Coordinator (ADPAC).
Assists with developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency, regulatory, and accrediting requirements.
Provides proactive planning to improve the operation of the OE. Manages compliance to the GEMS, Environment of Care (EOC), and OSHA Programs.
Maintains the EOC administrative monthly checklist, Job Hazard Analysis and Safety Logs.
Maintains equipment accountability and supports Custodial Officer's annual (EIL) Equipment Inventory Process Review.
Drafts equipment turn-in requests for all unused or beyond repair equipment for service chief review and approval prior to submission to Material Management for proper disposal.
Maintains the Service intranet site and Service level MS Teams channels.
Performs other related duties as assigned.
Work Schedule: Monday - Friday, 07:30 AM - 04:00 PM
Compressed/Flexible: No Authorized
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Program Assistant/PD142440
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required
Salary : $47,148 - $61,292
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