Program Support Assistant
About The Position
The Program Support Assistant serves at the full performance level in the Department of Veterans Affairs, Veterans Health Administration, Southern Arizona VA Health Care System, Physical Medicine and Rehabilitation Service (PM&RS), under the Office of the Chief. Under the direction of the Service Chief, the position provides program and administrative support to PM&RS operations, quality and safety activities, data management, reporting, and specialty programs serving approximately 1,600 Veterans. The role monitors Joint Commission requirements, supports quality improvement, updates Standard Operating Procedures for Quality & Safety review, and collects, compiles, tracks, analyzes, and reports administrative and operational data. It manages national databases, creates spreadsheets and pivot tables, supports VERA funding and billing compliance, maintains local data protocols and tracking systems, and prepares reports for internal and external stakeholders. The position also supports administrative operations, procurement, appointment and clinic review across more than 12 rehabilitation disciplines, and coordination of staff and Veteran travel and transportation. The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m., but may be adjusted to meet service needs. Telework is not available, and the position is not virtual. Relocation and recruitment incentives are not authorized; a Critical Skills Incentive is not approved, and Permanent Change of Station costs are not authorized.
Requirements
- U.S. citizenship.
- For current or former Federal employees subject to time-in-grade requirements: 52 weeks at GS-6 for a GS-7 position.
- One year of specialized experience equivalent to at least GS-6, such as healthcare-facility administrative support; procurement; automation using word-processing, spreadsheet, email, desktop-publishing, calendar, database, or graphics applications; budget estimate formulation and execution support; data collection, compilation, and tracking; and research of reference materials, regulations, and standards to identify corrective action.
- Complete the required application, questionnaire, and online assessment.
- Meet applicable background/security investigation requirements and complete online onboarding and pre-employment identification requirements.
- Participation in the VA seasonal influenza vaccination program.
- Serve a one-year probationary period.
- No educational substitution is available at this grade level.
Responsibilities
- Monitor Joint Commission requirements, support quality improvement activities, and update Standard Operating Procedures for Quality & Safety review.
- Collect, compile, and track administrative data critical to PM&RS operations.
- Enter and extract information in multiple complex national databases, including BRS 5.0, VSSC Amputee Clinic, Rehab Dashboard, and VACO Polytrauma Tracker.
- Analyze data related to demographics, productivity, telehealth, access, length of stay, billing, staffing, and budget trends.
- Create spreadsheets and pivot tables for detailed analysis beyond what national databases provide.
- Support optimization of Veterans Equitable Resource Allocation funding by ensuring reports are available and confirming compliance with billing and coding requirements for proper reimbursement.
- Develop and maintain data protocols, spreadsheets, and tracking systems for local use and VISN review.
- Prepare and present bi-weekly, monthly, and quarterly reports, and produce annual comprehensive outcome reports for internal and external stakeholders.
- Monitor policies and implement operational updates as needed.
- Review referrals, collect medical records, and track follow-up for specialty programs serving approximately 1,600 Veterans.
- Support PM&RS administrative operations, including timekeeping, supply management, work order tracking, and record review.
- Serve as a Government Purchase Card holder and meet reconciliation requirements in accordance with VA Handbook 1730.1.
- Review appointments and clinics across more than 12 rehabilitation disciplines: Amputation, Kinesiotherapy, Occupational Therapy, Speech Language Pathology, Physical Therapy, Recreation Therapy, Prosthetics, Vision Therapy, Creative Arts/Music Therapy, Driver's Rehab, Polytrauma, Vestibular Therapy, and Women's Health Physical Therapy.
- Coordinate PM&RS staff and Veteran travel and transportation.
- Complete other administrative duties as assigned.
Benefits
- Federal employee benefits package available to the employee and family; specific benefits depend on position eligibility and should be confirmed with the hiring agency.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
