The incumbent serves as a Program Support Assistant for the Administrative Office (A.O.), providing logistical and administrative support in the management of Primary Care Service clinical and academic programs. S/he works at a two-divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky.

Duties

The Program Support Assistant is responsible for administrative duties for Primary Care Service. The major duties and responsibilities include but are not limited to: Incumbent will normally work at one of the locations for the two divisions (Cooper Drive Division or Leestown Road Division), but is required to work at the other location as necessary. Primary Care operates within a tertiary care medical center, providing all aspects of primary care including routine preventive services, management and treatment for chronic diseases, episodic and interim care for non-urgent conditions, referral to specialty care or inpatient care, and telephone care. Responsible for providing programmatic support in several key areas ,including the clinic setup and maintenance, data mining/reporting, and support related to space and equipment. Responsible for clinic management. Ensures implementation, monitoring and evaluation of all administrative procedures related to clinic setup and will act as the facility resource on all issues that relate to the Primary Care clinics. Provides general support to primary care clinics in the following areas: Initial clinic set up; Annual clinic review and cancelation; Periodic clinic profile changes, CVT clinics (telehealth), video clinics, review of recall entries and reports. Responsible for canceling appropriate clinic for planned and unplanned provider leave request. Develops, manages and monitors the SharePoint site and all its content related to performing daily tasks. Develops templates and calendars for extended (weekend) clinics. Creates multiple excel worksheets to provide data analysis and creates formulas and calculations for provider report cards that consist of data involving metrics to meet goals, objectives and guidelines. Compile data that is used by the Chief of Primary Care for decisions regarding provider proficiencies. Work independently and with management regarding overall clinic management. Completes VESTING reports that influence revenue and decisions. Assist management creating and updating the scheduling grids. Works with the Chief of Optometry, Medical Support Assistants, Patient Care Services, Telehealth, Health Prevention / Disease Prevention, security personnel, Human Resources, Chief of Primary Care, medical professionals, DSS staff, Logistics and Information Management. Serves as a service level Human Resources liaison. Submits and updates service personnel files by submitting SF52's through WebHR. Assist management with compiling and submitting recruitment packages for vacancies. Troubleshoots computer problems for office and clinic staff. Verifies/maintains current staff accuracy/activity via computer user audits. Processes inactive staff that have transferred or no longer work with the VAMC. Serves as service PIV Manager. Works closely with HR Security Personnel. Serves as the backup time keeper for the service. This include timekeeping for the Primary Care office, Primary Care providers, Fee Basis providers, HPDP, Optometry service, and any other services assigned to the Primary Care T &L's. Serves as a Fund Control Point clerk for purchase requests for Optometry and Primary Care. Incumbent gathers information for orders and identifies problems and issues via communication with Logistics service and outside vendors. Provides both ongoing as well as one-time data used by the Primary Care service Office. This includes pulling data from Vista, VCCS, CPRS, and the data warehouse. Incumbent is expected to compile data into meaningful and concise reports. Serves as the ADP AC for Primary Care service and as will be knowledgeable about packages used by Primary Care clinicians and support staff. Responsible for a variety of activities associated with space and equipment including conducting inventories, requesting equipment and supplies for the team, and participating in meetings / discussions regarding construction I activation. Serve as a data mining resource, generating reports and pulling data regarding workload, recall, etc. Serve as the backup records liaison. Creates All PC and Provider Meeting agenda along with generating any required minutes from the meetings. Performs any other duties as assigned. Work Schedule: Monday Through Friday 8:00 am to 4:30 pm Compressed/Flexible: Not Available Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD303520 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Not Required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/24/2024. 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 described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: administrative support duties; Microsoft Office email and spreadsheet systems; possessing an understanding of medical terminology; retrieving files; maintaining calendars, appointments and schedules; maintaining time and attendance records; coordinates meetings and scheduling conferences; establishing and maintaining an efficient filing and reference system for all files; using automated data processing equipment to generate a variety of reports; typing letters, memos, reports, etc. in final form; customer service; processing incoming and outgoing materials such as correspondence, reports, and other forms of written communication; establishing priorities and setting deadlines. Proficiency Requirements: Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 40 words per minute typing speed You will be rated on the following Competencies for this position: Attention To Detail Writing Manages and Organizes Information 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 involves mostly administrative processing which requires standing, walking, sitting, stooping, bending, lifting light objects, answering telephones and entering data into an electronic record keeping/information system .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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Lexington VA Health Care System 2250 Leestown Road Lexington, KY 40511 US
• Name: Tracy Binion
• Phone: 314-939-8817
• Email: [email protected]