Program Support Assistant

The incumbent functions as the Program Support Assistant within Surgery Service line whose purpose is to support and be primarily responsible for duties that consist of supporting Optometry service line. The incumbent will perform program support work and assist Surgery Care Service Administrative Officer, Optometry Supervisor, and Chief of Surgery with the responsibility of carrying out assigned duties related to the maintenance of Optometry.

Duties may include but are not limited to: Program support for Optometry: The incumbent will participate actively in the daily operations while maintaining patient confidentiality. Responsible for planning, preparing, coordinating, and accomplishing a variety of program support tasks. The incumbent plays a critical role in the overall function of Optometry/Surgery service. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of the service, such as records, directives, mail, or forms management systems. Provides excellent customer service to internal and external customers, demonstrating a professional and courteous demeanor Attends, schedules, documents in and maintains huddle boards. Escalates issues as needed. Identifies, addresses gaps and needs and works to find solutions to existing dilemmas. Reviews directives, standing orders, service line agreements, and standard of procedures to provide information and guidance to staff referencing where such can be found. Serves as the necessary point of contact for other employees within the service, as well as for other administrative, clinical and managerial staff and departments throughout VCB. Monitors and performs work assignments, provides input on work processes, prioritizes daily work and maintains efficient workflow. Monitors optometry consult status by pulling reports and following up on any open consults to ensure action taken and completion. Pulls open encounter reports, unsigned notes and unsigned co-signed notes and alerts providers to close. Tracks and monitors to completion. Monitors, routes, tracks Optometry peer reviews and FPPE/OPPEs. Applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of program's operation. Tracks and gathers data for Optometry Supervisor and Surgery AO. Manages clinical reminder reports and coordinates dissemination of information to providers tracking and reporting compliance. Requests records for administratively closed consults to assure timely resolution for clinical reminders. Communicates and works closely with service Program Specialist when equipment and supplies are needed. Office Automation Support: Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. Uses multiple automated programs and software such as databases, spreadsheets, and graphics in support of administrative and clerical work. Compiles readily available data in a presentable manner from a variety of resources and recognizes and corrects obvious discrepancies and data omissions. Generates and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensure data entry is complete and accurate. Performs ADPAC, timekeeping duties, and travel arrangements primarily for Optometry Program Support for Surgical Service: Monitors message manager messages, escalates if needed, and ensures they are addressed and completed timely. Complete all steps required for conducting meetings, including setting up invites, agenda preparation, email notifications, taking notes, transcribing minutes for all meetings and conference calls involving the entire Surgery service. Maintains record of service monthly meeting agenda and minutes. Routes correspondence. Serves as backup ADPAC and RLO to Surgery Service Management Assistant, alternate Timekeeper to Surgery TL, and backup Travel Arranger for Surgery staff. Performs other related duties as assigned. Work Schedule: 8:00 am - 4:30pm (Monday through Friday) Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc Telework may be offered when deemed necessary by the department. (Employees who telework on an occasional, episodic, or short-term basis, must complete required telework training and a telework agreement.) Virtual: This is not a virtual position. Position Description Title/PD#: Program Support Assistant/PD013680 Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Designated and/or random drug testing may be required Selective Service Registration is required for males born after 12/31/1959 A complete application package; including Resume, Transcripts, etc. is required 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. 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. 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.