The VISN Clinical Resource Hub (CRH) Program Assistant is a VISN based administrative position located at the VISN level. The Program Assistant is under the general supervision of the VISN CRH Health Systems Specialist. They are responsible for assisting the staff with providing information to field staff, medical centers, education center, VISN's and VA Central officials about issues. They serve as the primary office support person providing administrative and personal assistance to the staff.

Duties

Duties include, but are not limited to: Participates as a member of the CRH Administrative team. Coordinate and provide reports and analysis to support for the many facets of quantitative and qualitative CRH reporting to the national and local level. Participate in a team as well as function independently. Prepares charts, graphs, and narrative information for management reports. Utilizes automated systems to generate various reports, create statistical diagrams, organization and workflow charts, and other graphics. Analyzes and synthesizes data from diverse sources in a variety of formats. Prepares reports for dissemination, briefing and publication. Written work describes data collection methods used and incorporates process and procedures impacted within the CRH. Analysis of data and production of reports are used by management to increase organizational effectiveness. Receives and reviews correspondence and reports submitted to CRH from field offices and outside organizations for completeness and compliance with applicable laws, regulations and policy. Makes determinations of suitability for SME's, Analysts, and Directors to accept. Independently responds to requests for information and support from all levels of the organization, including senior level managers. Provides guidance on office functions. Designs and develops tools for data gathering, reporting, and program development, and drafts responses and prepares reports. Composes correspondence and standard operating procedures for CRH. Ensures that correspondence is properly routed in a timely manner. Promptly and accurately follows procedures for document management and control. Coordinates with the supervisor and monitors requests which have been submitted to the director for approval. Accurately and tactfully determines nature of request and refers only those contacts needing staff attention. Answers routine and non-technical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files in a timely and accurate manner. Accurately prepares and distributes meeting agenda. Provides administrative and logistical support for VISN CRH meetings. This includes coordinating the assembly of materials, obtaining space, telephone line, video/audio connections and information for use at the meetings. She/he contacts attending staff officials as directed. Maintains a calendar for all annual, semi-annual, quarterly, monthly and special reports required of the VISN CRH Leadership. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes, and follow up on action items with appropriate staff members independently. Makes necessary arrangements for travel, preparing travel authorizations, notifying appropriate parties of forthcoming visits, and funding processing (travel vouchers and reports) and follow-up. Establishes and maintains a filing system (hard copy and electronic) of relevant files according to policies and procedures. Creates and maintains VISN CRH databases as directed. Designs, develops and monitors the correspondence tracking system to alert the VISN CRH office staff of incoming, pending correspondence and due date requiring review and/or concurrence. Coordinates responses to a variety of letters, memoranda, reports to ensure correct presentation, punctuation, capitalization, spelling and grammar, and timeliness of all material prepared for the VISN CRH Director and higher-level signatures. Responsible for maintaining the VISN CRH leadership team day to day calendar for upcoming appointments and meetings. Attends meetings and prepares minutes. Receives, schedules, refers, and contacts member of the staff, agency, and persons outside the agency ranging from other government agencies to the public. Serves as primary timekeeper for VISN CRH staff and provide general administrative support to the VISN CRH office staff and activities as needed. Completes and tracks all administrative absence leave accumulated from all personnel in the VISN CRH that is accumulated during temporary duty travel Performs a variety of activities using office automation software. These activities include but are not limited to preparation of presentations requiring coordinating inputs from multiple sources and software packages; forms creation; calendar scheduling; correspondence preparation; electronic mail; action tracking systems; internet searches; spreadsheets to organize data, and; office management programs. Work Schedule: Monday through Friday, 7:00 am to 3:30 pm or 8:00am -4:30pm (MST) Compressed/Flexible: Available Virtual: This is not a virtual position Position Description/PD#: Program Assistant/PD99945A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/30/2023. 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. 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. 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: 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. Examples of specialized experience would typically include, but are not limited to: Receives and reviews correspondence and reports submitted to the CRH from field offices and outside organizations for completeness and compliance with applicable laws, regulations and policy. Interdependently responds to to request for information and support from all levels of the organization including senior level managers. Composes correspondence and standard operating procedures for CRH and ensures that correspondence is routed properly and in a timely manner. Provides administrative and logistical support for meetings. Attends meetings, prepares meeting minutes, and follow up on action items with appropriate staff members independently. Responsible for maintaining the leadership team day to day calendar for upcoming appointments and meetings. Coordinates responses to a variety of letters, memoranda, reports to ensure correct presentation, punctuation, capitalization, spelling and grammar, and timeliness of all material prepared for the VISN 19 CRH Director and higher-level signatures. Promptly and accurately follows procedures for document management and control. You will be rated on the following Competencies for this position: Attention to DetailComputer SkillsCustomer ServiceDecision MakingReasoning 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 sedentary in nature. Manual dexterity is required in operation of a personal computer. The work sometimes requires walking, standing, bending, lifting or carrying light items such as paper and books. 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 VA SALT LAKE CITY HCS 500 Foothill Drive Salt Lake City, UT 84148 US
• Name: Ty Lowder
• Phone: 801-582-1565
• Email: [email protected]