Management and Program Assistant
The incumbent is responsible for managing scheduling applications throughout the health care system. This position plays a vital role in assisting the Service Lines by ensuring all scheduling issues are addressed and executed in a timely, consistent, and comprehensive manner. This position has responsibility for scheduling processes including management of clinic profiles, Vetlink infrastructure, VA Online Scheduling, AudioCare, as well as setting up and modifying letters and postcards with in the Veterans Health Information Systems and Technology architecture (VISTA) computer system, and Vista Scheduling Enhancements. The major duties and responsibilities include, but are not limited to:
Support the scheduling process for ten sites of care and mobile sites profiles including the Palo Alto Medical Center, Livermore and Menlo Park divisions and 7 CBOCs. Responsible for updating, creating, and deleting clinics electronic profiles, ensuring proper stop codes are applied, and ensuring clinic availability is accurately reflected on the templates, appointment notification postcards and letters are assigned and arranging for AudioCare reminders, if applicable. Provide recommendations for improving clinic productivity including determination of excess or under allocated appointment time slots, or attention of the clinic service for redistribution. Work Schedule:
Monday - Friday, 8:
00AM to 4:
30PM Virtual:
This is not a virtual position. Position Description/PD#:
Management and Program Assistant/PD00133.O Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/27/2020. 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. Specialized
Experience:
Applicants may qualify for this Management and Program Assistant position based on specialized experience. Applicants must have one year of specialized experience equivalent to the GS-05 level. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and this is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-05). Examples of specialized experience include:
Interpreting and explaining VA clinic profile guidelines to clinical and administrative staff. Knowledge of electronic medical record; Privacy Act and Freedom of Information Act, as they relate to release of Information on patients. Managing VA Online Scheduling Applications and oversight on timely processing of requests. Conducting annual audits of clinic profiles to ensure compliance with VA regulations and procedures. Running utilization reports. Monitoring compliance with scheduling business rules and clinic set-up/cancelation processes. Updating, creating, and deleting clinics electronic profiles. Ensuring proper stop codes are applied. Working with scheduling applications. You will be rated on the following Competencies for this position:
Analysis and Problem SolvingCommunicationsCustomer ServicePlan and organize work 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:
Work is primarily sedentary. Work will involve some walking, bending, and lifting of light objects, as well as a good deal of work on a computer keyboard. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Support the scheduling process for ten sites of care and mobile sites profiles including the Palo Alto Medical Center, Livermore and Menlo Park divisions and 7 CBOCs. Responsible for updating, creating, and deleting clinics electronic profiles, ensuring proper stop codes are applied, and ensuring clinic availability is accurately reflected on the templates, appointment notification postcards and letters are assigned and arranging for AudioCare reminders, if applicable. Provide recommendations for improving clinic productivity including determination of excess or under allocated appointment time slots, or attention of the clinic service for redistribution. Work Schedule:
Monday - Friday, 8:
00AM to 4:
30PM Virtual:
This is not a virtual position. Position Description/PD#:
Management and Program Assistant/PD00133.O Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/27/2020. 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. Specialized
Experience:
Applicants may qualify for this Management and Program Assistant position based on specialized experience. Applicants must have one year of specialized experience equivalent to the GS-05 level. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and this is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-05). Examples of specialized experience include:
Interpreting and explaining VA clinic profile guidelines to clinical and administrative staff. Knowledge of electronic medical record; Privacy Act and Freedom of Information Act, as they relate to release of Information on patients. Managing VA Online Scheduling Applications and oversight on timely processing of requests. Conducting annual audits of clinic profiles to ensure compliance with VA regulations and procedures. Running utilization reports. Monitoring compliance with scheduling business rules and clinic set-up/cancelation processes. Updating, creating, and deleting clinics electronic profiles. Ensuring proper stop codes are applied. Working with scheduling applications. You will be rated on the following Competencies for this position:
Analysis and Problem SolvingCommunicationsCustomer ServicePlan and organize work 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:
Work is primarily sedentary. Work will involve some walking, bending, and lifting of light objects, as well as a good deal of work on a computer keyboard. 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/.
- Department:
0344 Management And Program Clerical And Assistance - Salary Range:
$52,759 to $68,581 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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