Program Support Asst (OA)

Summary

The incumbent serves as a Program Support Assistant for Physical Medicine and Rehabilitation Services (PMRS). The incumbent provides administrative support to the Supervisory Program Manager of PMRS, Chief of PMRS, PMRS staff, and clinical personnel assigned to PMRS. PMRS consists of multiple sections, including multiple clinics for polytrauma services. Organizational Location of the Position: Administrative Operations Section, PMRS, Richard L. Roudebush VA Medical Center, Indianapolis, Indiana.

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Duties

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The duties of the position may include but are not limited to the following:

ADMINISTRATIVE SUPPORT

The incumbent serves as administrative support assistant for PMRS. Work includes coordination of multi-disciplinary team intakes and evaluations. Employee performs a variety of administrative functions and assignments necessary for the efficient management of the office, such as, purchasing functions to include procurement of services, products supplies and/or equipment. This requires a practical knowledge of applicable operations, procedures, and understanding of the program policies and regulations. Maintains and tracks EILs for all PMRS equipment.

Prepares reports and correspondence related to PMRS for the administration staff. In the absence of the program analyst, incumbent performs other clerical duties as needed.

The incumbent maintains a calendar of appointments of Veterans, meetings, conference calls, and scheduled leave as well as coordinates meetings, prepares travel papers, schedules conferences, and assists the treatment team with all administrative functions.

The incumbent coordinates and takes minutes for the various program meetings. Also, provides administrative guidance to residents and fellows assigned to the PMRS Service and assists them with special needs/information that is unique to VA practice.

The employee is cross-trained in many of the specific job functions of other PMRS administrative support staff. This enables the incumbent to provide cross coverage for time-sensitive administrative duties needing completion when those primarily responsible are unavailable.

DATA COLLECTION & TRACKING

The incumbent is responsible for collecting, compiling and/or tracking statistical information in support of program operations. The incumbent tracks achievement on performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; uses software applications to draw information from a wide variety of sources in order to prepare reports; and assists in the planning, review, and reporting of data/statistical results of program studies. The incumbent retrieves a variety of computerized data, establishes protocols for incoming data, and organizes and maintains patient data.

The incumbent tracks and trends issues related to program effectiveness and role implementation; assures that all staff members are aware of current DSS codes for patient services and names of clinics utilized by the program; utilizes statistical data to compile monthly workload reports as requested for all program staff; assists with keeping program staff apprised of patient census and any changes/problems that might be encountered; participates in performance improvement activities related to the program quality improvement process; and offers performance improvement advice to program staff.

STATISTICAL SUPPORT RESPONSIBILITIES:

Serves as technical support regarding complex statistical processes and analysis. Ensures that statistical analysis provided to the Supervisory Program Manager (Business Manager) and Service Chief are complete and comprehensive and provides information critical to decision making. Data analysis and recommendations provided are used by Service administrators for productivity improvement; management controls; and short and long-range planning.

Based on analysis of statistical data, answers questions proposed by senior staff personnel and makes recommendations for implementation and monitoring to the Service administration presenting findings in an illustrative form. Thoroughly understands the operating procedures for PMRS and the data processing capabilities of available equipment for proper application to specific problems.

Incumbent provides technical expertise concerning data collection.

1) reviews documentation, guidelines, and data collection to ensure adherence to guidelines;

2) answers questions to ensure that actual data collection efforts are fully understood and do not compromise the statistical design;

3) compiles instructions for the use of such tools;

4) analyzes statistical results for validity and appropriateness;

5) recommends correction of survey technique or audit design; and data collection process to ensure valid statistical results. Ensures incorporation of committee decisions by overseeing design and implementation of data collection procedures.

Work Schedule: Monday - Friday, Days. Hours TBD During Interview.

Compressed/Flexible: Authorized

Telework: Ad-Hoc. Telework is authorized at the discretion of the Manager.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Asst (OA)/ PD92193-0

Relocation/Recruitment Incentives: Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to a 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 dentification 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.

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 the GS-7 position you must have served 52 weeks at the GS-6. 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 .

Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to:

• Data Management Data Management and Metrics Skills: Ability to enter, retrieve, and compile data from automated databases (such as VistA, CPRS, and Microsoft Excel) to generate routine reports, maintain records, and support program operations. Demonstrated skill in tracking and summarizing service-level metrics (such as no-shows, consults, unsigned notes, and encounters), as well as identifying, investigating, and resolving outliers or discrepancies in the data to support accurate monitoring of program performance and outcomes.
• Skills: Ability to enter, retrieve, and compile data from automated databases (such as VistA, CPRS, and Microsoft Excel) to generate routine reports, maintain records, and support program operations.
• Proficiency with Office Technology: Skill in using computers and various office software applications (e.g., word processing, spreadsheets, electronic mail, presentation software) to prepare documents, forms, and perform general office functions.
• Organizational Awareness: Knowledge of the general organizational structure within the medical center or similar healthcare setting in order to direct inquiries appropriately and provide basic guidance to staff regarding administrative procedures.
• Administrative Support: Experience performing clerical functions such as maintaining time and attendance records, processing personnel actions, and filing or retrieving administrative documents according to established procedures.
• Communication Skills: Ability to communicate clearly and concisely, both verbally and in writing, with staff at various levels and with a diverse group of individuals. Ability to compose straightforward correspondence and reports using correct grammar, punctuation, and format.
• Attention to Detail: Ability to review documents for accuracy and completeness and follow up on discrepancies as needed.
• Customer Service: Skill in providing courteous and effective service, using tact and diplomacy, in interactions with patients, staff, and visitors.

This experience must be detailed in your resume to receive credit.

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

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.

PHYSICAL DEMANDS

The work is basically sedentary in a clinic environment with some walking to all parts of the medical center is required since the incumbent will be working with a variety of clinical and administrative services, some bending, standing, and carrying of supplies (up to 20 lbs) within the medical center complex. The work also requires long periods of concentration at a computer terminal. No special physical demands are required to perform the work.

Education

There is no educational substitution at this grade level.

Additional information

VA Healthcare System Serving Ohio, Indiana, and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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.

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.