Description du poste
The Program Support Assistant provides confidential administrative and operational support for Specialty Care Service at the Loma Linda VA Medical Center. Responsibilities include coordinating and overseeing administrative functions for multiple specialty clinics, including Allergy, Cardiology, Dermatology, Gastroenterology, Endocrinology/Diabetes, Infectious Disease, Nephrology/Dialysis, Neurology, Oncology, Preventive Medicine, Pulmonology, and Rheumatology.
PRINCIPALES MISSIONS :
The duties include but are not limited to: Collects, tracks, analyzes, and reports administrative, operational, and statistical data to support Specialty Care Service programs and leadership decision-making. Creates, maintains, and updates reports, spreadsheets, databases, correspondence, charts, presentations, and other administrative documents using automated systems and software applications. Conducts quality reviews of data, identifies discrepancies or trends, and recommends corrective actions to improve program effectiveness and operational performance. Provides administrative support for Specialty Care Service operations, including processing correspondence, maintaining records, coordinating meetings, preparing agendas and minutes, and managing calendars. Serves as a primary point of contact for staff, patients, trainees, and external stakeholders by responding to inquiries and resolving administrative issues. Coordinates patient appointments, manages schedule changes and cancellations, and ensures clinic schedules and workload assignments are maintained accurately. Maintains records and serves as liaison for records management activities, ensuring compliance with applicable regulations, policies, and records control requirements. Supports financial and procurement activities, including equipment inventory management, purchase requests, contracting actions, credit card reconciliations, and preparation of procurement documentation and justifications. Serves as a Contracting Officer Representative (COR) and coordinates with logistics, contracting, and vendor representatives regarding equipment, supplies, and service contracts. Performs timekeeping duties, maintains attendance records, monitors payroll-related documentation, and supports workforce administrative processes. Coordinates staff training, maintains training records, monitors mandatory training compliance, and serves as the Talent Management System (TMS) Coordinator for the service. Schedules and coordinates medical student, resident, and trainee rotations, orientations, evaluations, and related educational activities. Coordinates office support services, including issuing and tracking equipment, pagers, keys, computer access, and other resources necessary for staff and trainee operations. Develops and implements administrative procedures, monitors compliance with regulatory requirements, and supports quality improvement initiatives across Specialty Care Service programs. Work Schedule: Monday to Friday 0800-1630 Compressed/Flexible: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD14383A Relocation/Recruitment Incentives: Not authorized
QUALIFICATIONS REQUISES :
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 level. 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 your most recent SF-50 has an effective date within the past year, you may need to submit an additional SF-50 that clearly demonstrates one year of time-in-grade. You may qualify based on