Supervisory Program Support Assistant

Veterans Health Administration • Hines, IL

5d • Onsite

About The Position

This position is aligned under the Chief of Staff, Community Care at the Edward Hines Jr. VA Hospital, Hines, IL. The primary purpose of the position is to serve as a 1st Level Supervisor over (non-clinical) functions for the Community Care (CC) staff and program. It is a foundational role within the continuum of patient care, working collaboratively with the patient care teams, healthcare providers, Community relations, and VA Business personnel. The role involves fact-finding and analysis of data, preparation of managerial problems, providing assistance to the organizational supervision of the program, and ensuring the appropriate processing of medical care authorizations and eligibility determinations for Community Care programs. The incumbent manages the Community Care Program, ensures timely provision of required information to the Third Party Administrator (TPA), and serves as the subject matter expert for the program. This includes identifying, obtaining, and managing resources for program success, coordinating business processes and software functions, and ensuring the integration of business/workflow processes, software applications, user interaction, and data. Knowledge of VISTA, CPRS, Provider Profile Management System (PPMS), and Health-Share Referral Manager (HSRM) is essential. The position is a primary resource for Community Care projects and may be assigned other related projects. Responsibilities include distributing and balancing workload, monitoring progress, ensuring timely accomplishment of tasks, and coordinating training programs for the CCC program. The role also involves monitoring program needs, coordinating planning, implementation, and training, and ensuring facility understanding of program regulations and procedures using technical manuals, policies, laws, and regulations. Assistance, training, and troubleshooting for clinical and administrative staff in business processes and software are provided. Training includes formal lectures and on-the-job sessions. Recommendations for modifying procedures to improve efficiency are coordinated. Employees are monitored for compliance with processes and computer systems. The position serves as the Time and Leave (T&L) Coordinator, resolves issues, and participates in establishing administrative qualitative standards. The incumbent also serves as a committee representative and performs other related duties as assigned.

Requirements

• Must be a U.S. Citizen to apply for this job.
• Applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
• Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959.
• 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 for all Department of Veterans Affairs Health Care Personnel (HCP).
• As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period.
• 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-8 position you must have served 52 weeks at the GS-7.
• 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.
• Specialized Experience: One year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.
• Experience in staffing plans, writing position descriptions, performance standards, and evaluations.
• Skill in resolving complaints from the section employees.
• Skill in coordinating tours of duty, schedules of work, leave utilization and holiday duty schedules.
• Skill in planning, organizing, directing and supervising personnel functions for the work to be accomplished.
• Skill in analyzing data to provide reports to senior management in support of tracking measures.
• Ability to resolve complex problems to ensure patient services are met.
• Evaluating new products, equipment, and systems to make recommendations for improved operations.
• Identifying educational or training needs.
• Making decisions on hiring selections.
• Evaluating performance and taking disciplinary action when necessary.
• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Nice To Haves

• Program Support Assistant (PSA) or Advanced Medical Support Assistant (AMSA) and supervisor experience.

Responsibilities

• Serve as a 1st Level Supervisor over non-clinical functions for the Community Care (CC) staff and program.
• Ensure the authorizations for pre-authorized medical care are processed appropriately, while making eligibility determinations for various programs in Community Care Coordination.
• Manages the Community Care Program.
• Ensure all required information for eligible Veterans is provided timely to the Third Party Administrator (TPA).
• Serve as the subject matter expert for the Community Care program and work to identify needed resources, obtain needed resources and manage resources to ensure the success of the program.
• Coordinates the business process and software functions.
• Ensure the business process is in place to support the implementation of technology systems.
• Ensure the success of the integration, and knowledge of VISTA, CPRS, Provider Profile Management System (PPMS), and Health-Share Referral Manager (HSRM).
• Serve as the primary resource for projects related to CC; expected to work on other related projects whenever appropriate.
• Provide, distribute, and balance workload among employees in accordance with established workflow and experience.
• Monitors the status and progress of work and makes adjustments in accordance with established procedures.
• Ensure timely accomplishments of assigned workload.
• Schedules, coordinates, prepares, and performs all training programs related to Authorizations, Consults, Scheduling, and Follow-Up for the CCC program.
• Monitors the need of the program to determine the abilities of emergent focus for staff.
• Responsible for coordination, planning, implementation, and training for staff and services.
• Ensures the facility understands the program regulations and procedures.
• Provide assistance, training, and troubleshooting for clinical and administrative staff in business processes and associated supported software.
• Perform training which consists of development and presentation of both formal lectures and on-the-job sessions to employees entering, changing, and extracting Authorizations and/or Community Care consults.
• Coordinates recommendations for modifying, revising, or implementing procedures to improve the efficiency of operations.
• Monitors all employees to ensure compliance with processes, computer systems and understands the goals program.
• Serve as the Time and Leave (T&L) Coordinator.
• Resolve issues or concerns that arise through congressional related issues, patient concerns, etc.
• Participate in the establishment of administrative qualitative standards, intended to improve the programs, facilities, and operations.
• Serve as committee representative of the program.
• Performs other related duties as assigned.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

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