The Program Support Assistant position is responsible for performing a variety of clerical, administrative support, and technical duties in support of management with the intent of accomplishing requirements and activities of the QPS. Provides support to the Office of Quality and Patient Safety of the medical center, with particular emphasis on various Internal Readiness, External Peer Review Program, and accreditation preparation activities.

Duties

Major duties include but are not limited to: Processes incoming and outgoing materials such as correspondences, memorandums, and other forms of written communication including meeting minutes, agendas, and reports. The incumbent serves as the backup timekeeper and also serves as the backup ADPAC for other areas within the Quality and Patient Safety. Performs office duties using software applications such as electronic mail, Word, Excel (spreadsheets and graphs), desktop publishing, calendar, etc. Schedules administrative appointments, coordinates meetings, and/or schedules conferences under the direction of the Chief Quality Officer or delegate and must follow through on administrative details. Advise and inform committee leadership and key stakeholders regarding identification of any trends that need to be addressed. Knowledge of the duties, priorities, commitments, policies, boards, committees, and program goals of the Office of Quality, and Patient Safety staff sufficient to perform non-routine assignments. Will provide assistance as needed to QPS in the furnishing of logistical support to committees and/or programs. Maintains up-to-date working knowledge of personal computer application software and uses application software such as Microsoft Access, Excel, Microsoft Word, Microsoft Power Point, etc. to produce tabular and graphic reports. Acts as recorder for various meetings and provides draft of minutes/agendas for edit/concurrence. Electronically submits minutes for committee approval. Transcribes and accurately documents committee meeting minutes within established Service timeframe. Sends reminders to program chairs to update their dashboard data a minimum of five days prior to scheduled meetings. Maintains hard and electronic files of all meeting documentation. Maintains assigned committee SharePoint to include member permissions, document editing/upload, and applicable links to governmental and civilian accreditation agencies. Prioritizes and adjusts to short-term deadlines associated with assigned committees (i.e., changes to date and time of meetings, committee membership, and/or agenda changes). Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meetings and small conference administrative details. Ensures that the QPS Service meets the needs of customers while supporting the Medical Center and Service missions. Demonstrates and models consistent communication and handling of customers' requests (QPS staff, patients, visitors, volunteers, and all Medical Center staff) in a courteous, tactful, and respectful manner. Provides the customer with immediate, accurate, and consistent information according to established policies and procedures. Independently handles conflicts and problems in dealing with the customer constructively and appropriately. Establishes priorities to accomplish office management functions in a timely and effective manner. Receives phone calls and visitors and refers them to an appropriate individual. Serves as Quality and Patient Safety SharePoint facilitator by monitoring the Office SharePoint use, offering advice on design and content, and assisting staff in updating their SharePoint sites. Uses computers, various types of software, and automated systems to create, edit, and print a variety of correspondence, spreadsheets, graphic presentations, charts, diagrams, and reports. Ensures proper format, spelling, grammar, punctuation, and compliance with agency policies and procedures Work Schedule: Monday-Friday; 0800AM-430PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD005050 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, 11/08/2023. 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-6 position you must have served 52 weeks at the GS-5. 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 : knowledge of the Veterans Health Administration policies, programs and procedures, goals and objectives; healthcare processes as they relate to outpatient care to plan, organize, develop reports to capture trends, evaluate and measure effectiveness, efficiency and productivity; required to answer inquiries, route patients and visitors, prepare correspondence, review publications, directives and take appropriate follow-up action. Strong writing skills to ensure outbound correspondence is in proper format, grammar, conformance, spelling typographical errors, numerical accuracy, necessary attachments and signature; extensive knowledge of computer software to include Microsoft Outlook, Excel, Word, PowerPoint, Access and Computerized Patient Record System (CPRS). Ability to maintain databases, spreadsheets, create and manipulate documents, reports, graphs and charts; knowledgeable of clinical reports, available data and the system available to provide such reports; and to perform timekeeping duties, education/credential tracking, employee health reports, patient care clinic scheduling and other primary care reports. You will be rated on the following Competencies for this position: Knowledge of the principles Communication Clerical Knowledge Customer Service Flexibility 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. 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. 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 Audie L Murphy Memorial Veterans Hospital 7400 Merton Minter Boulevard San Antonio, TX 78229 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]