Program Assistant (OA)

Veterans Health Administration • Santa Rosa, CA

1d • Onsite

About The Position

This position is part of the Home Based Primary Care program and is located in the Administration Section of the Geriatrics Palliative, and Extended Care (GPEC) service at the North Santa Rosa VA Clinic in Santa Rosa, CA. The Program Assistant (OA) will provide program support to the Business Manager, who oversees eight programs with interdisciplinary teams of healthcare providers across five community-based outpatient clinics and San Francisco. This is not a virtual position, and applicants must live within or be willing to relocate within a commutable distance of the duty location.

Requirements

• Must be a U.S. Citizen to apply.
• Must complete all required steps in the process, including an online assessment.
• Selective Service Registration is required for males born after 12/31/1959.
• The work is mostly sedentary, with some walking, bending, and lifting.
• Ability to concentrate with frequent interruptions.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements.
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement.
• Must serve a 1-year probationary period.
• One (1) year of specialized experience equivalent to at least the GS-06 level.
• Specialized experience includes: using Microsoft Word, Excel, Outlook, MS Teams, and other computer programs for data tracking, communication, and coordination of office; preparing various administrative documents such as records, work orders, reports, meeting minutes, agendas, SOPs; tracking incoming documents and service-wide requests and assisting with prioritized responses and required information; reviewing documents, reports, and/or applications and assuring data entry is complete and accurate; and responding to questions regarding program policies and procedures, program compliance, and other administrative requirements.
• Typing proficiency: Must be able to type at least 40 words per minute.

Nice To Haves

• Experience with Vista.
• Experience with other programs beyond Microsoft Office Suite.

Responsibilities

• Coordinating program operations, administrative duties, meetings, and requests, serving as the primary contact, liaison, and administrative support in accordance with VA policies and regulations.
• Collecting, compiling, and tracking program data and statistical information; assisting with analysis, reporting, projects, goals, outcomes, and service-line requirements.
• Tracking and reviewing incoming documents, service-wide requests, reports, and applications, ensuring accurate data entry, completeness, consistency, and timely prioritized responses.
• Responding to technical and administrative questions regarding program policies, compliance, Capital Planning, onboarding, equipment, supplies, and service-line operations; clarifying issues and coordinating appropriate referrals.
• Providing program support regarding leave, FMLA, access, key requests, work orders, equipment, supplies, training, transportation, and medical equipment; serving as timekeeper, ADPAC, TMS Coordinator, and/or PIV sponsor.
• Managing administrative functions, equipment, supplies, inventories, and ordering activities; coordinating with Acquisition and Material Management Service/SPD-Customer Service and assisting with standard operating procedures.
• Compiling and coordinating reports addressing clinical performance measures, performance improvement, staff management, accreditation requirements, timekeeping, equipment inventories, supplies, and special projects.
• Prioritizing and accomplishing program assignments independently, exercising judgment, maintaining confidentiality, supporting leadership, and ensuring established deadlines and program requirements are met.
• Preparing records, work orders, timekeeping, space allocation, supply orders, patient admission binders, equipment documentation, audits, and information for accessible electronic files.
• Coordinating meetings, conferences, trainings, agendas, handouts, minutes, correspondence, reports, SOPs, action items, follow-up activities, and progress reporting to managers and directors.
• Performing administrative tasks including information control, tracking, supply ordering, and computer support using Microsoft Word, Excel, Outlook, Vista, MS Teams, and other programs.
• Performing other related duties as assigned.

Benefits

• Comprehensive benefits package for federal employees.
• Access to a range of benefits designed to make a federal career rewarding.
• Eligibility for benefits depends on the type of position and whether it is full-time, part-time, or intermittent.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed