Summary The incumbent works within Office of Performance and Quality (OPQ) of the Erie VA Medical Center under the general supervision of the Chief, Performance and Quality. This incumbent is directly accountable to the Chief for the overall planning, implementation, and analysis of activities that relate to the daily administrative operations of OPQ. Responsibilities Major duties include but are not limited to: Responsible for the overall maintenance of accounting controls, billings, appropriated funds for relevant fund control points, and assures accuracy of financial reports connected with the service. Responsible for the collection and analysis of data for the purpose of planning, budgeting/fund control management, administration, workload analysis, work-flow engineering, and report preparation. Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are following agency and accrediting and regulatory requirements Participates in Continuous Quality Improvement/Systems Redesign in support of VA mission and goals of building and sustaining a High Reliability Organization and Just Culture. Participation in projects includes, but is not limited to, identification of opportunities to improve administrative efficiency and participation in teams designed to promote patient safety, staff and Veteran satisfaction, and improve overall quality of care provided to Veterans. In collaboration with the Systems Redesign Coordinators, the incumbent tracks and logs quality improvement projects through development, execution, and closure including but not limited to aims, SMART goals, data collection and measurement, outcomes, and sustainment. Performs basic data validation by identifying omissions and inconsistencies in data. Incumbent researches, analyzes, and checks data from external and internal sources to reconcile or explain inconsistencies. Position performs basic statistical calculations and prepares tables and graphs for inclusion in a wide variety of reports. Responsible for pre-survey preparation in which drills are conducted to assess the knowledge of facility staff and in turn provide education on the process (i.e. The Joint Commission, Office of the Inspector General, VISN audits, CARF, and other regulatory agencies). Coordinates with Accreditation Specialist in planning tracer events pre-survey. Completes logistical arrangements for time of survey, makes notification at the time of survey to all involved parties and ensures the appropriate staff are represented in critical meetings. Post-survey, incumbent tracks action plans to ensure timely completion and reporting of actions to relevant committees, groups, and individuals In collaboration with the Risk Manager, serves as the primary resource for the management of the Peer Review Process. Prepares the agenda, documents, and completes the minutes for the Peer Review Committee. Tracks identified systems issues to closure. Compiles and completes reports as assigned for the Risk Manager. Responsible for ensuring that the service is following legal, regulatory, policy, Joint Commission, VHA, and fire and safety requirements and standards. Functions as principle support person and provides comprehensive administrative assistance for OPQ programs. Provides primary administrative management support for the facility's Environment of Care and Administrative Rounds program which requires that the incumbent be technically astute and proficient in the use of specialized software, computer applications, and database management. As primary administrator of the software program, the position works with Facilities Management Service (FMS), and other areas as necessary, to coordinate deficiency resolution in a timely manner and creates specialty reports. Responsible for administering the certification of approximately 300 MCPs which are internal policies used to implement laws, regulations, or other requirements. Organizes and maintains the facility's SOP repository in a manner that facilitates timely access to information by employees throughout the medical center and outpatient clinics. Provides program support and other office administrative assistance for programs within the OPQ department. Demonstrates impeccable time management and organizational skills and ability to work independently, with a high degree of flexibility. Maintains employee and program records/files and prepares performance appraisal forms and other documents. Ensures all information is kept private. Will have primary responsibility for management of Vista/CPRS menus and keys for OPQ. Work Schedule: Monday-Friday 8:00am-4:30pm Position Description Title/PD#: Program Support Assistant/PD014680 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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-6 position you must have served 52 weeks at the GS-5. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Provides program support and other office administrative assistance for programs within the OPQ department. Maintains employee and program records/files Maintains manual, electronic, and web-based files and links for organizational information. Communicates effectively and has excellent telephone and personal interaction skills are essential. Knowledge of English grammar, spelling, and punctuation to prepare accurate correspondence. Proficiencies in but are not limited to Microsoft Word, Excel, Access, data entry, timekeeping, work order entry, document management, database management. You will be rated on the following Competencies for this position: Administration and Management Clerical Communication Computer Skills 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 environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting rooms. Work area is adequately lighted, heated, and ventilated and is primarily performed in an office setting. 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. 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/. Education There is no educational substitution for the GS-06 level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.