Program Support Assistant (OA)

The purpose of this position is to serve as a Program Support Assistant within a subspeciality clinic of Surgical Service. The position reports to the Section Chief and performs various administrative and clerical duties in support of the assigned subspeciality clinic under Surgical Service.

The Program Support Assistant acts as liaison between patients and medical center staff. The position works independently, requiring minimal supervision. He or she serves as the primary contact and process expert regarding administrative items related to the assigned subspeciality clinic. Major duties of the Program Support Assistant (OA) include but are not limited to: Assists with the orientation of new staff to subspeciality clinic. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the service's operation. Reviews of error reports for accurate encounter documentation and transmission of data. Accepts and dispositions of any telephone calls from patients, caregivers, other VA staff, and/or community agency staff, regarding program inquiries, patient care concerns, etc. Handles all vendor scheduling for the assigned subspeciality clinic. Develops and maintains data reports using Excel, PowerPoint, and Software Computer Packages to create and compile weekly, monthly, quarterly, and annual reports. Corrects errors in team data entries of workload (telephone and visit) encounters for the assigned subspecialty clinic. Responsible for accumulating information, data analysis and planning necessary for administrative recommendations and/or decisions to implement efficient service management and resolution of service problems. Responsible for recommendations having policy-making implications and implementation of decisions following approval of Department of Surgical Services. Interacts daily with Surgical Service staff, patients and their families, other VA staff, and people outside the VAMC ranging from other government agencies to the public. Explains services provided by the assigned subspeciality clinics and other programs within the VAMC to inquire individuals. Refer to and coordinate with other VAMC programs when appropriate. Answers the telephone, arranges and compiles agendas, attends and records meeting proceedings. Keeps schedules and timelines of needed visits from various parties (Coordinator, Fire and Safety Officer, etc), as well as ensures that required training sessions are performed and documented in a timely manner. Processes incoming and outgoing materials, such as correspondence, reports, memoranda, and other forms of written communication. Designs, delegates, and monitors office procedures that support patient care, thus freeing the clinical providers as much as possible to provide direct patient care. Obtains, organizes, files, and retrieves reports, correspondences, and numerical data for use in preparing status reports, briefings, and presentations. Identifies and recommends ways of eliminating, consolidating, simplifying, or improving procedures, and processes. Composes reports and meeting minutes as directed by the assigned subspeciality clinic, uses computer programs to type all recurring correspondence, minutes, reports, and maintain computer files easily accessible by other team members. Advises the supervisor of important office issues arising during the supervisor's absence, and brings significant items in reports, files, and correspondence to the supervisor's attention. Serves as recording liaison for the assigned subspeciality clinic, staff and team meetings with responsibility for distribution of minutes. Obtains as much information as possible during telephone inquiries, provides information and resolves problems independently when possible. The incumbent will be able to assess the situation, problem solve and direct the caller to the appropriate personnel and/or handle the caller issues as autonomously as possible. The incumbent ensures timely clinical response to patients/callers that potentially have an emergent or urgent care need through prompt identification of the problem and appropriate clinical referral. Provides general office supply and equipment support services, such as obtaining office supplies and services, procuring, or justifying the full range of office services. Coordinates meetings and/or schedules conferences. Provides clerical services such as maintaining multiple calendars and recording appointments, arranging for meetings and small conference administrative details, or following up on action items with appropriate staff members independently. Attend meetings, notes commitments made, inform staff of commitments and follows up. Performs other related duties as assigned Work Schedule: Monday-Friday, 08:00am-04:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD50544A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized

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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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 period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.