Management and Program Assistant

Summary

This position serves as the Healthcare Analytics Program Manager for the Dental Department at the Lebanon VA Medical Center. The Dental Department falls under the Surgery Care Line. The Management and Program Assistant'srole is crucial and vital in providing accountability and responsibility for the implementation and growth of new and existing programs in order to support Executive Leadership in Healthcare Management.

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Duties

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The facility provides inpatient and outpatient care for medical, surgical, psychiatric and rehabilitation medicine and extended care patients, both at the main facility and at satellite clinics and access points. The Management and Program Assistant's responsibilities reside in the Dental Department within the Surgery Care Line, which provides inpatient and outpatient health services and surgical intervention to enrolled Veteran patients.

The incumbent applies theories, methodologies and management principles to create and maintain efficient and effective, procedures, departmental organization, manpower utilization, information and documentation systems, and/or similar functions of management that have an impact on the Dental Department. The incumbent achieves this through the utilization of various systems, including, but not limited to, VISTA and VSSC for clinic utilization monitoring, labor mapping updates in DSS, IPEC Productivity programs, along with many other internal and major external systems.

Major Duties include but are not limited to:

• Responsible for daily creation and/or revision, maintenance and management of approximately 13 Outpatient Clinics.
• Monitors, and assesses provider availability, clinic grid availability, space (room assignments), ensuring appropriate staffing, and access for Veterans.
• Applies knowledge of protocols of the Equipment/Space Utilization Programs to propose to the Associate Chief of Staff/Surgery (ACOS), resource utilization and workload projections within the service to implement space utilization projects for efficiency and growth among the Dental Service.
• Responds to all Dental Service requests from Human Resources to ensure the incoming and outgoing staff are registered for appropriate computer access via collaborating with members of FITS, and Informatics staff to ensure proper computer keys, and appropriate access is assigned.
• Analyzes and interprets data for Pay for Performance for Dentists, which includes continual drill down and monitoring of performance measures.
• Assists in developing and coordinates internal review systems to assure that both clinical and administrative activities are following agency and accrediting and regulatory requirements.
• In collaboration with the Surgery Care Line Administrative Officer, monitors expenditures in the Dental Fund Control Point, and provides budget estimate, projections, etc.
• Extracts, monitors, and applies proper and accurate analysis and calculation on a regular basis, of performance measures and monitors such as; Open Encounters, Pending Consults, status of encryption/PIV access for Dental providers, signed/unsigned clinical documents, view alerts, etc.
• Extracts, monitors, and reports respective data for the Consult Management Committee, PEC, Medical Records, Offices of Risk Management, C&P, and EPRP Review Group.
• Records Liaison for the Dental Service.

Work Schedule: 7:30 am - 4:00pm, Monday - Friday

Virtual: This is not a virtual position.

Position Description/PD#: 595-072280

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• Subject to 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 ( Effective May 7, 2025, driver's licenses or state-issued identification 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)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• 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, 11/06/2026.

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 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-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:

• Monitoring and assessing practitioner availability, clinic grid availability, space (room assignments), equipment, and commodities, ensuring appropriate staffing and access for Veterans.
• Applying knowledge of protocols of equipment/space utilization to propose utilization and workload projections.
• Managing procurement and property management responsibilities.
• Managing micro-purchases and contracted purchases of high dollar value for equipment.
• Reviewing and updating Medical Center Policy (MCP) and Standard Operating Procedures (SOP).
• Utilizing various systems, including, but not limited to, CPRS, VISTA, CTM and VSSC.
• Reviewing reports for specialty consults, return to clinic orders, open encounters, unsigned notes, unsigned orders, no show and cancel appointments.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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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 windowLearn 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.