Incumbent performs a variety of administrative functions and assignments in collaboration with the Whole Health Program Analyst, Whole Health Business Manager, Whole Health Program Manager, Whole Health Clinical Director, and other Whole Health staff. The incumbent is responsible for ensuring timely flow of data and adherence to appropriate formats and deadlines.

Duties

Provides guidance to internal and external customers, to include Veterans, with administrative and technical aspects related to the Whole Health services, and the Medical Center policies and procedures. Receives telephone calls and visitors to the area regarding matters such as directions, information for contacting various departments, services, and requests for changes. Supports administrative/clerical needs within the Whole Health team including technical assistance with virtual meetings and virtual staff/Veteran offerings (e.g. registration, recording, managing breakouts), and work related to the acquisition and/or development of Whole Health information and resource materials, with an emphasis on supporting the policy development and activities of the WHS. Exercise independent judgment and demonstrate highly effective interpersonal skills with individuals and groups to understand and comply with the issues of patient and service confidentiality. Prioritize job tasks and work independently, while at the same time, coordinating work efforts with staff from different areas within the WHS as well as various services within the MEDVAMC and with members of the community at large. Performs a wide variety of record-keeping duties by updating manuals on policy and directives, maintenance, storage, and retrieval of department records and files. Compiles necessary information to create Whole Health Policy and Procedure Manual to ensure all current policies and procedures are available for employee's review. Maintains and updates file classification systems by reviewing filed material of ongoing program or special projects and determining if any materials should be consolidated, have new classifications assigned, or be retired. Improves file methods, procedures, and systems such as adapting or changing established file procedures. Summarizes and transcribes Whole Health staff and committee meetings, determines significant information and conducts/prepares follow-up actions as necessary Establishes and maintains the credentialing and privileging records for professional clinical staff as required. Inputs documentation into Training Management System (TMS) of employee participation in Whole Health trainings, mandatory in-services, continuing education programs, and miscellaneous employee training by inputting documentation into the database Serves as the Learning Management System (LMS) Administrator and Coordinator for the service. Records and monitors all mandatory and service level educational training, troubleshoots user issues for LMS users, assigns training to employees when necessary, attends monthly LMS Training Sessions. Collecting, compiling and/or entering statistical information to support the WHS management and program operations. Participates in studies/special projects of the mission, function, manpower, clerical operations and allocation. Negotiates with vendors and coordinates procurement and delivery of all goods and services. Receives deliveries of services, products, supplies, and/or equipment. Maintains compliance with proper fiscal procedures when purchasing, reconciling, and auditing. Verifies purchase orders, vouchers, bills, and identifies and reports discrepancies according to VA policy Serves as a backup to the primary Whole Health timekeeper on time and attendance. Maintains time and attendance for commonly used pay plans and types of leave, and/or limited special pay situations. Serves as a liaison and handles the communication with persons within and outside the organization, to include Veterans Service Organizations, community groups, Veterans, their families, and their representatives. Schedules patient appointments within the VistA Scheduling Enhancements (VSE) including cancellations and re-scheduling of initial and follow-up appointments. Work Schedule: Monday- Friday 7:30am - 4:00pm : (Subject to change based on the needs of the agency) Compressed/Flexible: Not Authorized Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD040370 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 09/29/2023. 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-06 position you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience using CPRS and VISTA Scheduling to meet the daily demands of the Whole Health Program Skilled with note taking, following up on ever moving deadlines and commitments, prioritizing and coordinating relevant workload of multiple offices to include delegating work Experience maintaining a calm demeanor while engaged in difficult situations Coordinating reports and information to be presented by multiple offices to ensure productive informational conferences Experience performing typing, organizing, filing, word processing, scheduling meetings and appointments, calendar maintenance, sorting and routing of mail, making, travel arrangements, and utilizing screening techniques for phone and visitor contact Skilled in the operation of a variety of commonly used office equipment such as: copier, fax, transcription recorder, personal computers, and labeling machines to provide clerical and administrative support Interpret policies or procedures to emergency situations to establish practices or procedures to meet new situations Experience using systems such as Microsoft Word, PowerPoint, Excel, Publisher, SharePoint, and Visio. Knowledgeable on use of Adobe Pro and Acrobat, and Power Bi. OA Requirement: Applicants for this position must show possession of the following skill: 40 words per minute typing speed. Applicants may meet these requirements by self-certifying their proficiency. You should be aware your self-certification of possession of this skill is subject to evaluation and verification. You will be rated on the following Competencies for this position: ClericalCompliance InspectionCustomer ServiceData ManagementDatabase Management Systems 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 basically sedentary in a clinic environment. Some bending, standing, and carrying of supplies may be required. Some walking to all parts of the facility is required since the incumbent will be working with a variety of clinical and administrative services. 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Michael E DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, TX 77030 US
• Name: Jere Parks
• Phone: 478-484-5185
• Email: [email protected]