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Management and Program Assistant

Saginaw, MI

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Management and Program Assistant
This position is established to provide administrative assistance level support for the Home Based Primary care (HBPC) Patient Alignment Care Team (PACT) program. The incumbent is station at Saginaw VAMC and serves as program support assistant to a group of HBPC offices within the Saginaw VAMC catchment areas.
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Incumbent coordinates all administrative patient data reports and HBPC workload tracking. The Management and Program Assistant assists interdisciplinary team members with quality assurance reviews, surveys, equipment coordination, prosthetic and durable medical equipment (DME), equipment tracking, consult tracking, data validation, and other administrative requirements. The Management and Program Assistant may also assist and functions administratively as a liaison between the HBPC program and the Community-Based Outpatient Clinic (CBOC) as necessary. He/she is responsible for assisting administratively in completing the timeliness and accuracy of the data that is transmitted to Austin. Organizationally the HBPC program is aligned with the Geriatric and Extended Care and function as an integral component of this service.
Duties include but are not limited to the following:
Performs work involving the collection and tracking of data and statistical information in support of the HBPC PACT program operation, including but not limited to admission, discharges, rejections, consults, Electronic Wait List (EWL) and other quality improvement data.
Assists in the planning, review, and reporting of data/performance results of the program. Reviews document and reports and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track and works with Nurse Managers to implement a plan of action based of data.
The incumbent monitors timeliness to ensure that all disciplines are seeing patients within the time frame set by medical center policy. This monitors the initial appointment(s) of nursing, social work, rehabilitation therapy, nutrition, as well as care plan completion and review by clinical pharmacist.
Assist with entering Electronic Permission Access System (ePAS) help desk request when the original author can not make punctuation or grammatical changes to documentation entered within Computerized Patient Record System (CPRS) and the individual can not fix.
Work schedule
: 8:00 AM to 4:30 PM (Monday through Friday)
Compressed/Flexible Schedule
: Not Available
Not Available
This not a virtual position.
Position Description Title/PD#:
Management and Program Assistant, GS-0344, PD #3773-A
Relocation/Recruitment Incentives:
Not Authorized
Financial Disclosure Report:
Not Required
Travel Required
Occasional travel - Travel to the main hospital and occasionally to the CBOC for meetings.
Supervisory status
Promotion Potential
#### Job family (Series)
0344 Management And Program Clerical And Assistance
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Assistants, Office
Office Assistants
Conditions of Employment
**You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a one year probationary period
Subject to background/security investigation
Physical Requirements:** The work is sedentary. Typically, the employee sits comfortably to do the work, However, there may be some walking; standing; bending; carrying of light items such as papers, books, nursing bags, nursing home supplies and equipment and small parts; or driving an automobile, etc.
Selected applicants may be required to complete an online onboarding process.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement: 08/30/2018.
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. 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.
Grade Requirements
You may qualify based on your experience as described below:
* Specialized Experience
: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assists in the planning, review, and reporting of data/performance results, Reviews documents and reports and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Develops and maintains patient roster, interdisciplinary team (IDT) patient list and consult tracking list. Maintains demographic information on all active patients within VISTA and CPRS. Prepares agenda and completes minutes on a rotation basis for monthly staff meeting, and other program related meetings. Able to answer administrative questions specified technical/medical questions, and be able to determine which is medical questions are urgent and need immediate attention. Triages inquiries from patients, caregivers, other agencies and VA staff concerning the HBPC Program.
: Classification & Qualifications General Schedule Qualifications Standard, Management and Program Assistant, GS-0344
Preferred Qualifications/Experience
: Medical terminology; home care administrative support duties - data filling, reporting, submission, and office computer program experience.
You will be rated on the following Competencies for this position
* Competency 1 - Incumbent has knowledge of an extensive body of management and/or program analysis technical rules, guidelines, regulations, and precedents as it pertains to HBPC.
* Competency 2 -Incumbent has knowledge of the basic objectives and policies governing various management or program operations within HBPC.
* Competency 3 - The skill in applying basic data gathering methods, such as standard interviewing of HBPC Staff or surveying techniques, to collect various types of factual information.
* Competency 4 - Incumbent must have a basic knowledge of the various Microsoft Suite software . i.e., Excel and/or Access, InfoPath, PowerPoint and Visio.
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.
There is no educational substitution at this grade level.
PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: ****. All education claimed by applicants will be verified by the appointing agency accordingly. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.
Additional information
VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified (have a final rating of 85 or more) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at ****.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
Special Employment Consideration
: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
This job opportunity announcement may be used to fill additional vacancies.
The Medical Center is smoke free in all areas other than the one designated area for employees.
All employees are required to participate in the seasonal influenza prevention program per VHA Directive 1192.
Veterans and Transitioning Service Members: Please visit the VA for Vetssite for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
For more information on the Who may apply eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitionsdocument.
If you are unable to apply online view the following link for information regarding an Alternate Application.
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How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
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Background checks and security clearance
Security clearance
Drug test required
Required Documents
Required Documents
To apply for this position, you must provide a complete Application Package which includes (You must see the checklist below to determine if you are required to submit other documents required to determine your eligibility/qualifications for the position):
If applying as a status candidate with current or former Federal Service, provide a copy of your most recent SF-50, Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held. 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
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position
. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Cover Letter
Other Veterans Document
Veterans' Preference:
When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 Application for 10 Point Veteran Preference with required proof as stated on the form. Documentation is required to award preference
. For more information on Veterans' Preference, please visit ****.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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. Learn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How to Apply
How to Apply
All applicants are encouraged to apply online.
To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 08/30/2018 to receive consideration. To preview the questionnaire click ****To begin, click Apply Online
to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers
to submit your application package.
It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, ****, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
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Agency ****
Aleda E Lutz Department of Veterans Affairs Medical Center
1500 Weiss Street
Saginaw, MI 48602
Learn more about this agency
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
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Fair & Transparent
Fair & Transparent
The Federal hiring process is setup to be fair and transparent. Please read the following guidance.
Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
Equal Employment Opportunity (EEO) for federal employees & job applicants
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Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:
An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.
You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.
Learn more about disability employment and reasonable accommodations or how to contact an agency.
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Legal and regulatory guidance
Financial suitability
Social security number request
Privacy Act
Signature and false statements
Selective Service
New employee probationary period
This job originated on ****For the full announcement and to apply, visit ****Only resumes submitted according to the instructions on the job announcement listed at ****will be considered.
Open & closing dates:
08/10/2018 to 08/30/2018
Pay scale & grade:
GS 7
$41,365 to $53,773 per year
Appointment type:
Work schedule:
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