The position is within the Employee Occupational Health (EOH) Department, VA Portland Healthcare System. EOH provides related health care services to the employees/volunteers/trainees of VAPORHCS. The goal of this care is to create a healthy work environment through safer work/health practices among employees.

Duties

Program Management - 45% The incumbent oversees EOH onboarding activities, performing program management duties. Monitors new and existing new hire requests; coordinates courtesy requests and schedules exam appointments; provides follow-up to applicant and courtesy sites; notifies HR staff of nonresponse. Develops and maintains database or other electronic tracking tool for monitoring employee onboarding. Database design must be efficient and effective for meeting VHA and EOH standards. Maintains and updates the department SharePoint site to keep the employee population well informed. Reports monthly statistics related to employee onboarding; number of requests, turnaround time for requested tasks such as drug tests and physicals, number of new hire requests by department, job series, and division. Responsible for communicating to supervisor when discrepancies are identified in employee health records. Develops action plan for addressing incomplete or insufficient documentation. Plans and/or accomplishes special projects and programs. Special projects generally involve fact-finding and solutions for problem resolutions as well as assistance with development and implementation of new or reviewed policies or program change. Receives requests for appointments for annual surveillance exams and on-the-job urgent care for same day injuries. Uses designated scheduling tools for various tasks including VISTA Scheduling (VSE), Microsoft Outlook/Teams, Bookings. Performance Improvement/Productivity/Data Management and Analysis - 25% He/she collects, organizes, reviews, evaluates, and tracks health data related to the 6000+ staff working throughout the facility. The incumbent retrieves data, creates queries, gathers information from various data sources, and develops reports within the time frames specified by facility and EOH leadership. He/she is the key information management expert in creating the data streams essential to the operations, organization, and decision-making processes within the complex EOH health care service. Develops methods to improve accuracy, adequacy or timeliness of information, and systems for disseminating information to supervisors, division chiefs, and leadership. He/she actively retrieves data from new hire applications, Human Resources, Payroll Report, Service AOs, Managers and Directors. Incumbent must have expert knowledge of what information is required so that missing information can be researched and what steps to take when there are information gaps. S/he may be required to contact applicant or, in some instances, contact the losing Human Resources Department. S/he creates monthly and other frequent ad hoc reports as requested by leadership. Program Administration - 25% Human Resources Management The incumbent directs the personnel management program for the service, performing or overseeing the full range of human resources requirements. Budgeting/Financial Management/Procurement/Contracting Performs administrative duties associated with budgeting and financial management duties for the Service. Provides advice to EOH Chief on all budgetary and finance issues. Administering/Organizing/Planning Service Programs Incumbent participates in the overall decision making, policy development and resource management of the EOH service. The incumbent advises management in productivity enhancement efforts such as unit performance awards, beneficial suggestions, organizational improvement initiatives, and similar enhancement programs. Equipment Management - 5% Interface with multiple other departments to facilitate maintenance and when necessary replacement of biomedical equipment, medication refrigerators, office furniture, phones, and other physical infrastructure as the department may need over time. Work Schedule: Tuesday - Saturday, 6:30am to 3:00pm 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 Title/PD#: Program Support Assistant/PD21669A Physical Requirements: The work is principally sedentary and requires extensive use of the keyboard. The work also requires periods of walking, bending, standing, and incumbent may be required to carry and lift files and books generally weighing less than 25 pounds. There is light physical activity including pushing, pulling, reaching, stooping, and climbing stairs.

Requirements

Qualifications

To qualify for this position, applicants must meet specialized experience requirements within 30 days of the closing date of this announcement, 12/19/2023. 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: Thorough working knowledge of computer systems to create necessary spreadsheets, data charts or databases, generate reports and interpret a variety of data; Skill in the development and maintenance of a computer-based, cross-referenced filing and data retrieval system; Knowledge of policies, procedures, and precedents that apply to Employee Occupational Health (EOH) operations and affiliated programs to analyze/evaluate information, interpret guidance, and draw conclusions; includes screening requests for information, providing authorized information from files and records or to advise on established procedure; conducting interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures; Ability to gather and organize written materials to assist with the daily operations of EOH. NOTE: 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. 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.

Education

There is no educational substitution at this grade level.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Simone Ball
• Phone: 541-440-1000 X44275
• Email: [email protected]