Program Support Assistant

Job Title

Program Support Assistant

Duties

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Duties include but are not limited too:

• Maintains daily functions of the Transfer & Lodging Center.
• Determines eligibility for Veterans and coordinates with contracted vendors and hotels to reserve lodging for the Veteran's stay.
• Manages high volume calls from Veterans, families, and clinical staff, updates Veteran demographic information, and registers new Veterans.
• Receives requests and processes consults for lodging accommodations for Veterans coming for outpatient appointments or admissions.
• Assists with lodging arrangements for Veteran's discharging from the hospital through the hospital, Fisher House, and the RV lot.
• Resolves minor issues related to the hotel, RV Lot and Veteran complaints, and keeps the Float Pool Nurse Manager informed.
• Monitors contracted vendors for adherence to contract provisions and customer service; documents problems and complaints, investigates, and reports to supervisor.
• Reviews hotel invoices monthly, checks for accuracies and discrepancies and corresponds with hotels management group and VA lodging management. Verifies accuracy, reports discrepancies, approves final invoices and submits to contracted vendor and VA budget staff for payment distribution within the allotted timeframe.
• Maintains records of Hotel stays, admissions, future lodgers, and veteran complaints. Compare and monitor the current lodger's checklist and the hotels daily checkout list for accuracy.
• Uses word processing software to execute several office automations functions such as storing and retrieving electronic documents and files: activating printers: inserting and deleting text, formatting letters, reports, and memoranda: transmitting and receiving e-mail.
• Communicates with physicians, nurse practitioners, case managers, nursing staff and other allied health professionals using sound interpersonal skills while protecting sensitive information.
• Works independently, making decisions based on guidelines, precedents, and regulations, and performs duties in such a manner that only minimal supervision is required.
• Serves as a trainer/preceptor and resource person for less experienced clerical staff.
• Performs timekeeping for Float Pool staff, CNO's, and TLC staff. Implements and processes Float Pool employees' schedules in VATAS, runs exception reports according to established guidelines and procedures, updates and validates leave requests in VATAS, acts as a backup for other timekeepers.
• Audits monthly invoices, confirming accuracy and works with contracted vendor to resolve discrepancies and ensures fiscal responsibility.
• Maintains a professional working environment, through clear communication in a courteous, concise manner, both verbally and in writing with people from a variety of backgrounds.

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, 8:00am-4:30pm

Position Description/PD#: Program Support Assistant/ PD134540 and PD134550

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

US Department of Veterans Affairs