The Management and Program Assistant position performs clerical and technical work to support clinical functions for the Environmental Health and Compensation and Pension programs, under the direction of the Compensation and Pension, for the VA Ann Arbor Healthcare System (VAAAHS).

Duties

Major Duties include, but are not limited to: Posts on-call schedules for internal medical center use. Serves as the primary timekeeper for Acute Medical Service Staff. Ensures staff physicians on adjustable work schedules are informed of and meeting requirements. Ensures the maintenance of MSLE records by drafting yearly renewal documents for review by employee and supervisor. Works with Section Chiefs and member of the administrative staff in Acute Medical Service to ensure all staff proficiencies / performance plans are on track for on time completion. Is responsible for communicating requirements for physician proficiencies to section chiefs and keeping section chiefs informed of compliance timelines. Supports the Focused Professional Practice Evaluation / Ongoing Professional Practice Evaluation (FPPE/OPPE) process by tracking reviews, routing documents for signature and pulling required clinical documentation for the evaluating physician. Coordinates yearly completion of physician Pay for Performance documents. Ensures timeliness, routes for required review and signature, assists section chiefs in crafting section level goals, gathers and provides data in support of pay for performance goals/measures. Provides assistance to staff clearing station. Ensures provider exit review is completed by the supervisor. Maintains time keeping records for Acute Medical Service Fee basis providers. Ensures timely payment, communicates proactively and regularly with fee basis employees to ensure all workload is captured and documentation is maintained. Supports regular point of care reviews for each section by gathering data as needed and informing sections of completion deadlines. Maintains a tracking system to ensure Acute Medical Service suspense are responded to in a timely manner. Works with Acute Medical Service Supervisors, employees, and human resources staff to ensure competency folders are up to date and include all required documents. Works with credentialing staff to ensure licensure and certification records for employees are up to date. Assists chief of medicine with preparing documents for Clinical Executive Board (CEB) meetings. Serves as the primary TMS administrative contact for the service. Maintains provider DEA records in the electronic health record. Ensures documentation of ACLS/BLS for employees as needed. Drafts renewal Market Pay Reviews for staff physicians to be reviewed by the Chief of Medicine. Ensures staff have physical and logical access needed to perform their functions, enters work orders and completes purchases to ensure all areas are maintained appropriately for the type of work performed. Serves as the main point of contact in Acute Medical Service for the purchase and distribution of Office Supplies. Maintains purchase card records. Completes purchases for Acute Medical Service when the item is under the purchase card threshold. Uses the government purchase card for all purchases where the card is accepted, and the amounts are within their authorized spending limits. Resolves all problems with incorrect to unknown purchase charges with the vendor or are disputed with the bank. Performs appropriate market research and documents the same to ensure compliance with socio-economic goals. Assures purchase card approving official is provided with the necessary documentation needed to approve the reconciliation as submitted. Schedules meetings and maintains meeting minutes for Acute Medical Service Section Chiefs. Arranges meeting space and notifies participants of meeting. Ensures all equipment in Acute Medical Service conference rooms is in good working order. Serves as a primary sponsor for all Acute Medical Service PIV badges. Regarded as a subject matter expert regarding the processing of badges for all Acute Medical Service employees. Attends meetings to take notes and notes commitments made for future follow-up. Responds constructively to concerns reported by employees and takes responsible action to resolve reported concerns. Schedule's administrative appointments, coordinates meetings, and/or schedules conferences. Work Schedule: Monday-Friday, 8:00AM-4:30PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Management and Program Assistant/PD92075O Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

• 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 background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/31/2023. QUALIFICATION STANDARDS: U.S. OPM Qualification Standards Operating Manual, Group Coverage Qualification Standards for Management and Program Clerical and Assistance Positions and Individual Occupational Requirements for Management and Program Assistant (OA) Series, 0344. This standard is available for review, or you may access this standard through the internet at the following address: http://www.opm.gov/qualifications/ Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. Applicants who were previously selected under a Competitive Delegating Examining Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. In addition to the qualification above you must also have: 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 a GS-07 position you must have served 52 weeks at the GS-06 level. 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 material. 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. 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. You may qualify based on your experience as described below: Specialized Experience: For GS-07 You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. GS-06: Examples of specialized experience would typically include, but are not limited to: planning, review, and reporting of data. Generating reports, initiates, and tracks processes, post on-call schedules for internal medical center use. Ensures staff physicians on adjustable work schedules are informed of and meeting requirements. Ensures timely payment, communicates proactively and regularly with fee basis employees to ensure all workload is captured and documentation is maintained. Supports regular point of care reviews for each section by gathering data as needed and informing sections of completion deadlines. Ensures staff have physical and logical access needed to perform their functions, enters work orders and completes purchases to ensure all areas are maintained appropriately for the type of work performed. Maintains purchase card records and maintains compliance with require purchase card holder training. Attends meetings to take notes and notes commitments made for future follow-up. Responds constructively to concerns reported by employees and takes responsible action to resolve reported concerns. Schedule's administrative appointments, coordinates meetings, and/or schedules conferences. Coordinates with appropriate parties to maximize input from the widest range of appropriate stakeholders to facilitate an open exchange of opinion from diverse groups and strengthen internal and external support. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCustomer Service (Clerical/Technical)Operations SupportProblem Solving NOTE: Your answer will be verified against information provided on your resume. If your resume does not clearly support your response by addressing your work experience in detail you will be disqualified. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary with occasional walking, standing, bending, and lifting of items. The incumbent must be capable of working multiple projects simultaneously and handling occasional high levels of stress and conflicting priorities. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Orlando Lang
• Phone: 314-593-1729
• Email: [email protected]