The Home-Based Primary Care (HBPC) Program Support Assistant is required to organize and maintain complex day-to-day operations of the HBPC program, to relieve professional staff of as much clerical and administrative details as possible to enable them to devote a major part of their time to clinical and patient focused activities. The incumbent provides clerical/administrative support and is responsible for competence within the scope of their role.

Duties

Duties include, but are not limited to: Active member of facility advisory and/or leadership committees and coordinates work efforts and advocates for the needs of veterans, the primary care service, and facility initiatives. The position provides guidance to program support assistants and coordinates administrative support activities. Supports other program support assistants, who perform a range of tasks to assist the supervising physicians (managers) to balance their administrative/supervisory duties with their clinical practice. Serves as the operational Program Support Assistant Subject Matter Expert (SME) and liaison to Medical Center/Healthcare System leadership. As an SME, the position educates service managers and their employees on the visions, values and delivery of administrative requirements. Involved in interviewing applicants (clinical providers and administrative support staff) and offering a perspective on the candidates' experience and potential. Ensures a high level of customer service is provided to veterans and co-workers. Establishes and/or partners with internal & external stakeholders within the facility and across the VA. At meetings and public events, the position may represent the Medical Center and make presentations. Ensures that the organization's strategic plan, mission, vision, and values are communicated to the program support assistants they lead and integrated into the administrative support team's strategies, goals, objectives, work plans, products, and services. Articulates and communicates to the program support assistants they lead the assignments, projects, problems to be solved, actionable events, milestones, and/or program issues under review, as well as the deadlines and time frames for completion. Communicates the supervisor's instructions to the team. Coaches the program support assistants they lead in the selection and application of appropriate problem solving methods and techniques, provides advice on work methods, practices and procedures, and assists the team and/or individual members in identifying the parameters of viable solutions. Maintains awareness of the status and progress of program support assistants' work and makes day-to-day adjustments to ensure their work aligns with program goals and processes. Leads the team in identifying, distributing, and balancing workload and tasks in accordance with established workflow, skill level and/or occupational specialization; makes adjustments to accomplish the workload in accordance with established priorities to ensure timely accomplishment of assigned team tasks; and ensures that each team member has an integral role in developing the final team products and services. Identifies training needs and assists in the development of training for Program Support Assistants. Mentors program support assistants by providing guidance on professional and job-related duties, methods and techniques of team building, and how to work in a team to accomplish tasks or projects. Monitors and reports on the status and progress of work, checks on work in progress, and reviews completed work to see that the supervisor's instructions on work priorities, methods, deadlines, and quality have been met. Serves as a coach, facilitator and/or negotiator in coordinating team initiatives and in consensus building activities among team members. Maintains program and administrative reference materials, project files, and relevant background documents and makes available policies, procedures, and written instructions from the supervisor; maintains current knowledge to answer questions from team members on procedures, policies, directives, etc. Instructs program support assistants in specific tasks and best practices and distributes written instructions, reference materials, and resources. Maintain current knowledge to answer questions from team members on procedures, policies, directives, etc. Prepare reports and maintain records of work accomplishments and administrative information, as required, and coordinate the preparation, presentation and communication of work-related information to the Supervisor. Maintains extensive knowledge of best practices and resources. Represents the team in dealings with the supervisor for the purpose of obtaining resources (e.g., computer hardware and software, use of overtime or compensatory time), and securing needed information or decisions from the supervisor on major work problems and issues that arise. Work Schedule: Monday - Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Telework: This position is authorized for adhoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD13967A 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, 02/23/2024. 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-7 position you must have served 52 weeks at the GS-6. 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 GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Specialized experience includes: Demonstrated knowledge of the principles and techniques of qualitative and quantitative data collection and analysis to monitor program evaluation matrix. The assignments require understanding and skill of data flow and methods for evaluating the effectiveness of the program and being able to independently organize and implement effective strategies to accomplish program goals. Ability to work in a setting where face-to-face and virtual communications are required. Individual demonstrates the ability to listen effectively and generate conceptual insights that provide constructive feedback to superiors, colleagues, and subordinates. The position requires excellent oral and written communication skills and the ability to work with limited direction. Time management skills and a high level of judgement are necessary. The position also requires independence of action, general latitude for decision-making and knowledge of information sources concerning complex questions, policies, and procedures. Must be familiar with the mission, organization, and program requirements of the Department of Veterans Affairs, the Medical Center, Home Based Primary Care/Geriatrics Extended Care, and their supporting programs. Must be able to communicate effectively, both orally and in writing, with all employees and stakeholders. The incumbent must be capable of maintaining the office filing system, give briefings, and compile packets for briefings. Knowledge of some medical/psychiatric terminology, grammar, spelling, punctuation, and required formats to prepare correspondence and reports. Skill and knowledge in computer operations including all standard office programs. Ability to compile and summarize information and data, identify inaccuracies or anomalies in the information, and make written recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures. Ability to gather, interpret, and analyze information to arrive at and communicate a logical conclusion. Must be able to plan, organize, and implement assigned tasks under strict deadlines and multiple changing priorities. Ability to interpret and apply written instructions, guidelines, policy memorandums, etc. This includes the ability to gather, organize, and compile factual material. Ability to interact and relate to people of varied educational and professional backgrounds, of many cultural and racial groups, of many socio-economic levels, etc. within the course of a normal workday. You will be rated on the following Competencies for this position: AccountabilityCompliance InspectionCustomer ServiceManages and Organizes Information 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. The employee sits comfortably to do the work assignments. At time, there may be some walking, standing, bending, carrying of light items, e.g., papers, books, files, etc. No special physical demands are required to perform the work. The work environment involves everyday risks or discomforts which require safety precautions, e.g., offices and meeting/training rooms. The work area is adequately lighted, heated, and ventilated. 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 Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Allecia Munoz
• Phone: 352-213-8874
• Email: [email protected]