About this role
Job SummaryThis position part of Home Based Primary Care is located in the Administration Section of Geriatrics Palliative, and Extended Care (GPEC) service at North Santa Rosa VA Clinic in Santa Rosa, CA. The Program Assistant (OA) is responsible for providing program support to the Business Manager who is responsible for eight programs made up of interdisciplinary teams of various healthcare providers stationed at five of the community-based outpatient clinics in addition to San Francisco.
QualificationsMinimum Requirement: The following are minimum requirements for appointment as a Program Assistant (OA) in the Veterans Health Administration (VHA), which all applicants must meet. Specialized Experience (GS-07): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-06). Qualifying examples of specialized experience would typically include but are not limited to: using Microsoft Word, Excel, Outlook, MS Teams, and other computer programs for data tracking, communication, and coordination of office; preparing various administrative document 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. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) AND TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. 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/. 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.
Major Duties***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include but not limited to: Coordinating program operations, administrative duties, meetings, and requests while serving as primary contact, liaison, and administrative support in conformance 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, medical equipment, and 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 Work Schedule: Monday to Friday; 08:00 a.m. to 04:30 p.m. Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved.RequirementsYou must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is mostly sedentary, although there is some walking, bending and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.