Program Support Assistant

Job Title

Program Support Assistant

Major Duties and Responsibilities

Surgery Service Liaison (Learning, Records, Travel) 15% Incumbent coordinates and schedules training activities, maintains training records, and monitors staff TMS compliance. Responds to inquiries about training eligibility, class availability, and travel/funding requirements. Reviews education requests for eligibility and documentation, advises employees on request status, and follows up to ensure training requirements are met. Works with Employee Education and Travel to process educational/travel reimbursements and enter authorizations and vouchers in Concur.

Maintains departmental records and 6-part (CTOP) folders per facility policy and Joint Commission Standards. Serves as Records Liaison, working with the Records Officer to manage service line records, maintaining a file system for retention documents (Circulars, Bulletins, Information Letters, committee meeting minutes), and participating in annual records inventory for OR and Surgery Service.

Timekeeper: 25% Incumbent completes all aspects of timekeeping for Surgery Services (five (5) TL groups) according to facility policy and procedure. Enters employee work tours, accurately posts tours of duty, on-call time, annual, and sick leave in Veteran Affairs Time and Attendance System (VATAS) in a timely manner. Tracks part-time physicians and tracks and informs management of employee absenteeism and maintains staff schedules in AcuStaf.

Program Support Duties: 60% Data/Analysis Duties: Conducts studies to analyze, evaluate, and provide recommendations on administrative programs or issues. Carries out studies, reviews, and audits of assigned programs to include operating room and surgery clinical access. Researches: Analyzes problems, administrative issues, and program concerns, gathering and reviewing information to develop recommendations. Supports program work including data collection, compilation, research, and tracking. Investigates patient complaints and incidents, documents outcomes, and coordinates action with staff. Assists with Congressional inquiries and prepares reports/responses for the Director's signature. ADPAC: The incumbent provides additional ADPAC support for Surgery Services. They are responsible for providing guidance and assistance to clinical staff and request modifications or new account access, documentation keys and menus, T-drive access, and IT hardware requests through the ePAS system. They will also provide PIV sponsorship for the service and request required keys, departmental access, and scrub machine cards/codes through the Lock Shop, Police Department, and Linen Department respectively. The incumbent also assists with troubleshooting computer sign-in issues, updates electronic contact information for employees, and aids in editing signature blocks and person class codes.

Work Schedule: Monday-Friday 0700-1530

Telework: 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 Support Assistant/ PD931430

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized