Management & Program Assistant

Job Title

Management & Program Assistant

Duties

Main duties include, but are not limited to:

• The incumbent 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, VHA financial systems, Pyramid Analytics, DSS data, or end-user reports displaying DSS data.
• Develops procedures and systems for establishing, operating, and assessing the effectiveness of administrative control systems such as those designed to prevent waste, loss, unauthorized use, or misappropriation of assets; and performs management surveys to determine compliance with agency regulations, procedures, management practices, and effective utilization of staff.
• 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.
• Monitors statuses of service projects and recommends reallocation of resources as needed. Incumbent at full performance serves as Approving Official and assures that all expenditures are properly authorized and documented.
• Tracks recruitment and vacancies within the HCG in order to maintain accuracy of Organizational Chart.
• Troubleshoots pay issues with staff and works with Fiscal and HR to resolve issues.
• Reviews existing policies, procedures and reports relating to the capture of clinical and administrative information in order to give management accurate and usable data.
• Establishes reporting requirements and assumes follow-up responsibility for developing reports to meet the requirements of special studies and projects; designs report formats based on discussions with management, Service Chiefs, and supervisors.
• Uses Microsoft Office and VA computer programs to perform formal analysis of program processes relating to performance improvement including: patient flow, patient satisfaction, National VA performance measures, national VA performance monitors such as patient wait time, quality improvement indicators, establish thresholds, search databases, and calculate and generate statistics for monthly performance improvement reports.
• Coordinates data collection of workload statistics, quality measures, and credentialing and privileging tracking conducted by lower grade employees.
• Formulates extracted data into different database programs such as Excel, Access, or SQL and to prepare analysis in the form of reports for the Medicine HCG management.
• Incumbent assists in developing and uses established analytical techniques and precedent studies to gather narratives based on defined problems within the service programs, collects and integrates process information from clinical managers and line supervisors to develop recommendations for improved organization and structure within the service and propose alternate courses of action.
• Assists in developing new or modified administrative program policies, regulations, goals, or objectives; identifies data required for use in the management and direction of programs; develops management and/or program evaluation plans, procedures, and methodology; conducts studies of employee/organizational efficiency and productivity and recommending changes or improvements in organization, staffing, work methods, and procedures.
• The work involves gathering information, identifying and analyzing issues, and developing recommendations to resolve problems of effectiveness and efficiency of operations.

Work Schedule: Monday- Friday, 7:30am to 4:00pm

Position Description/PD#: PD12205A

US Department of Veterans Affairs