The primary purpose of the position is to provide a wide array of administrative, analytical, and project support to Ambulatory Care. Coordinates and assists with workflow within the OKCVAHCS. The incumbent performs a variety of duties in a constantly evolving, complex and diverse health care system which provides services across a vast geographic catchment area. The OKCVAHCS is a Joint Commission accredited, complexity level 1B facility which provides services for Veterans in OK and TX.

Duties

Ambulatory Care Program Advisory Services Responsible for assisting, supporting, coordinating, and integrating all operations and administrative functions of Ambulatory Care Service. Assists supervisor, Business Manager, medical Directors, Deputy, and Service chief in gathering information and reflects the policies, philosophies, and judgement set by the Ambulatory Care Service. Provides briefings to Business Manager, Medical Directors, Deputy Chief, and Service on all operational aspects of the section and keeps them informed. Assisting, supporting, coordinating, and integrating actions involving accurately collecting, entering, and managing data; both patient and clinical service line data. Responds to complex inquiries by patients. Produces efficiency and productivity reports. Follows-up on matters and inquiries with little or no guidance; follows-up with providers, team members, and patients withing the scope of duty; facilitates information between patients and staff located at CBOCs and leadership. Performs program support functions for various sections and CBOCs such as collection, compilation, research, and tracking data and statistical information in support of program operations; receiving and processing documents and reports in accordance with established; using sophisticated software applications to collate information from various sources in order to prepare/assist in preparation of reports. Reviews and monitors provider consults and encounters, and coordinates scheduling actions. Serves as liaison with call center and MAS scheduling clerks to provide guidance on scheduling needs within clinics. Screens incoming calls in a courteous manner and prioritizes based on urgency. Documentation & Compliance Support Assists customers by telephone and in person. Processes incoming and outgoing correspondence, action items, reports, mail, memoranda, and other forms of written communication. Orders office supplies, schedules appointments/conferences, coordinates meetings, and writes minutes. Serves on various committees at the request and behalf of supervisor. Incumbent is training delegate for service. Monitors clinics and submits all clinic cancellation requests; gives proper notice to clinicians and staff regarding clinic cancellation status; manages clinic changes, new clinics, clinic inactivation, clinic modifications. Responsible for personnel and administrative duties to include being the ADPAC, new employee orientation, locating, acquiring and signing out employee equipment, processing and entering employee information. Ensures IT requests are submitted timely, including processing and coordinating IT requests related to activations of new clinics and services. Processes employee menu requests and changes to ensure staff has correct access to computer systems; PIV sponsor for service. Primary timekeeper. Other Duties Responsible for service budget to include, personnel FTE budgeting, purchasing, service annual budgeting and supply management, Service purchase card. Work Schedule: Monday - Friday; 7:30 am - 4:00 pm or 8:00 am - 4:30 pm; TBD upon selection 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 - Ambulatory Care Service/PD14384-A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/27/2024. 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-07 position you must have served 52 weeks at the GS-06. 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-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: you must have 1 year of specialized experience equivalent to at least the next lower grade level, GS-06 in the normal line of progression for the occupation in the organizations. Examples of specialized experience would typically include but are not limited to: Knowledge of all programs within the Ambulatory Care Service as they relate to facility operations, the VA and broad healthcare trends; knowledge and ability to train others in areas related to staffing, budgeting, planning, academics, research, timekeeping, and data analysis/collection; practical knowledge developed through increasingly difficult, on-the-job training or experience dealing with the operations, regulations, principles, and peculiarities of the assigned program, function, or activity; a broad understanding of the clinic functions and detailed knowledge of all section clinic grids, schedules, and functions. You will be rated on the following Competencies for this position: Administration and ManagementCustomer ServiceFinancial ManagementOrganizational AwarenessProblem Solving 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 and Work Environment: The work requires ability to move and carry heavy supply items and will involve some waling, standing, and bending. The work is performed in an office setting but requires daily visits to a variety of offices and outpatient areas. Occasional travel may also be required. 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 Oklahoma City VA Health Care System 921 Northeast 13th Street Oklahoma City, OK 73104 US
• Name: Gina Lee
• Phone: 307-778-7550 X3629
• Email: [email protected]