Program Support Assistant

Administrative Assistant

Support Services 40 percent - A major part of the daily function is serving as assistant to the Surgical ACOS, and other department chiefs, for office support services for extensive organizational needs, e.g., monitors employee schedules for office coverage, telephone coverage, call schedules, appointment management, coordinating meetings, etc. - all the duties associated with supporting a specialty. Performs a variety of administrative tasks associated with maintaining and supporting the work performed within Surgery Service. The administrative assistant provides direct administrative and program support to the Surgery ACOS and provides support to the AO on an as needed basis. Monitors, coordinates, and provides information to facilitate personnel management activities of the work unit. Performs clerical or technical program support work to the Surgery ACOS and AO in support of the programs of Surgery Service. Coordinates and prepares agendas, meeting minutes, and presentations for VISN meetings for ACOS in VISN role. This position develops a variety of presentations (e.g. staffing methodologies, provider evaluations, overtime/salary presentations, fund control point usage).

Data Collection & Tracking Support 25 percent - Working with the Surgery AGPM and ACOS, the administrative assistant performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Surgery Service program operation. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Makes recommendations to the facility directors, ACOS and service chiefs. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Assesses and Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Completes special research projects in support of the policy development and/or technical/program activities of the Surgery ACOS, making recommendations as needed. Maintains automated system of program-specific data to track suspense items such as labor mapping, productivity, clinic cancellations.

Budget/Fiscal 25 percent - Submits procurement documents for supply and equipment purchases over $10,000.00. Conducts market research, establishes vendor meetings, business case plans, prepares Independent Government Cost Estimates, sole source justifications, VA directives 6550 Appendix A, checklists for information security, and statements of work. Works directly with Biomed and IT to ensure compatibility. Provides ACOS and department chiefs with feedback and recommendation throughout procurement process. The position will work with the facility Fiscal Coach to set the yearly budget and then manage the fund control point balances through increases and decreases as needed. The incumbent will place 2237 procurement orders and will create a spreadsheet to track all purchases and fund control point balance changes. He/she performs work involving the collection, compilation, and tracking of data from surgical paperwork documents (Examples: Daily Variance reports, Gains & Losses Sheets, etc.)

Human Resources 10 percent - Serves as the organization's liaison to the Human Resources office. Monitors, coordinates, and provides information to facilitate personnel management activities of the work unit. Serves as the organization's focal point for all personnel management support activities, including recruitment and hiring, position control, security clearance procedures, support staff utilization, etc. Coordinates all activities between the human resources office and Surgery Service as delegated by the Surgery ACOS and/or AO. Makes recommendations to the ACOS on employment gaps and underutilization. Works with the AGPM on a weekly basis to review and update labor mapping in the National Labor Mapping Tool. Ensures weekly certification of all changes made weekly.

Work Schedule: M-F, 7:30am - 4:30pm Position Description Title/PD#: Program Support Assistant/PD49259O Physical Requirements : The work is mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. No special physical demands are required to perform the work.