Management and Program Assistant

Summary The position is a primary member of a team responsible for providing operational support to the Medicine Health Care Group and Inpatient Medicine, VA Long Beach Health Care System. The incumbent will be responsible for administrative functions in assigned sections of Medicine Health Care Group and Inpatient Medicine through effective utilization of all available resources to provide the best possible patient care Responsibilities Duties included but are not limited to the following: Assisting Business Manager and Medicine Admin Team to develop and maintain standards of work and policies related to duties and procedures. Assists in developing new or modified administrative program policies, regulations, goals or objectives; identifies data required for use in the management direction of programs; develops management and/or program evaluation plans, procedures and methodology. Monitors status of service projects and recommends reallocation of resources as needed. Conducts studies of employee/organizational efficiency and productivity and recommending changes or improvements in organization, staffing, work methods, and procedures. Troubleshoots pay issues with staff and works with Fiscal and HR to resolve these issues. Utilize a variety of data sources and pull various reports to monitor and track key performance indicators and quality metrics for the department, i.e. HR onboarding turnaround time, equipment procurement turnaround time, develop system for monitoring timeline, contract requirements being met and renewal/option year utilization, creates and/or maintains a visual management system (i.e. charts, graphs etc.) related to metrics and tracking systems. Ensures the accuracy of the data being processed by performing routine and non-routine audits. The audits may be performed on source data from financial reports, VISTA or VHA financial systems. Independently collects, reviews and analyzes statistical data from various automated data systems used by VA. Develops analytical tools to identify, format and reduce data for analysis, to provide information to management in an easily recognized format, or to assist other analysts and staff. Acts as a liaison between Inpatient Medicine team and support services within the medical center which play a major role in management and program functioning (Environmental and Management Services, Logistics, BioMed, IT). Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful and respectful manner. Provides the customer with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately. May be responsible for representing Inpatient Medicine at service staff meetings, facility-based meetings or committees, providing training and education, completion of special projects and/or reporting such as Performance Improvement Rapid Improvement Events (RIE) and Value Stream Analysis. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday, 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Management and Program Assistant/PD13925O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements 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 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, 08/03/2026. 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-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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience in using data analysis to improve outpatient healthcare clinic operations, access, and productivity. Experience in streamlining healthcare administrative procedures, clinic workflows, and reports to meet program and regulatory needs. Experience in independently completing healthcare administration projects and presenting results to clinical and administrative leaders. Experience in supporting provider credentialing and privileging, including OPPE/FPPE monitoring and documentation. 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 these grade levels. 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: 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: 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. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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 Veterans Affairs, Veterans Health Administration