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Veterans Affairs, Veterans Health Administration Lead Program Support Assistant in Fort Harrison, Montana

Summary Leads a team to provide services, integrate processes, and meet goals of primary care service programming at the facility. This position facilitates, coordinates, coaches, and problem solves with all members of the service's administrative support staff. Acts as the recognized liaison to and from the program support staff and the service's management team. Enables the administrative support staff to deliver improved quality, quantity, and timely services to Veterans. Responsibilities Active member of facility advisory and/or leadership committees and coordinates work efforts and advocates for the needs of veterans, the primary care service, and facility initiatives. The position provides guidance to program support assistants and coordinates administrative support activities. Supports other program support assistants, who perform a range of tasks to assist the supervising physicians (managers) to balance their administrative/supervisory duties with their clinical practice. Serves as the operational Program Support Assistant Subject Matter Expert (SME) and liaison to Medical Center/Healthcare System leadership. As an SME, the position educates service managers and their employees on the visions, values and delivery of administrative requirements. Involved in interviewing applicants (clinical providers and administrative support staff) and offering a perspective on the candidates' experience and potential. Ensures a high level of customer service is provided to veterans and co-workers. Establishes and/or partners with internal & external stakeholders within the facility and across the VA. At meetings and public events, the position may represent the Medical Center and make presentations. Ensures that the organization's strategic plan, mission, vision, and values are communicated to the program support assistants they lead and integrated into the administrative support team's strategies, goals, objectives, work plans, products, and services. Articulates and communicates to the program support assistants they lead the assignments, projects, problems to be solved, actionable events, milestones, and/or program issues under review, as well as the deadlines and time frames for completion. Communicates the supervisor's instructions to the team. Coaches the program support assistants they lead in the selection and application of appropriate problem solving methods and techniques, provides advice on work methods, practices and procedures, and assists the team and/or individual members in identifying the parameters of viable solutions. Maintains awareness of the status and progress of program support assistants' work and makes day-to-day adjustments to ensure their work aligns with program goals and processes. Leads the team in identifying, distributing, and balancing workload and tasks in accordance with established workflow, skill level and/or occupational specialization; makes adjustments to accomplish the workload in accordance with established priorities to ensure timely accomplishment of assigned team tasks; and ensures that each team member has an integral role in developing the final team products and services. Identifies training needs and assists in the development of training for Program Support Assistants. Mentors program support assistants by providing guidance on professional and job-related duties, methods and techniques of team building, and how to work in a team to accomplish tasks or projects. Monitors and reports on the status and progress of work, checks on work in progress, and reviews completed work to see that the supervisor's instructions on work priorities, methods, deadlines, and quality have been met. Serves as a coach, facilitator and/or negotiator in coordinating team initiatives and in consensus building activities among team members. Maintains program and administrative reference materials, project files, and relevant background documents and makes available policies, procedures, and written instructions from the supervisor; maintains current knowledge to answer questions from team members on procedures, policies, directives, etc. Instructs program support assistants in specific tasks and best practices and distributes written instructions, reference materials, and resources. Maintain current knowledge to answer questions from team members on procedures, policies, directives, etc. Prepare reports and maintain records of work accomplishments and administrative information, as required, and coordinate the preparation, presentation and communication of work-related information to the Supervisor. Maintains extensive knowledge of best practices and resources. Represents the team in dealings with the supervisor for the purpose of obtaining resources (e.g., computer hardware and software, use of overtime or compensatory time), and securing needed information or decisions from the supervisor on major work problems and issues that arise. Reports to the supervisor periodically on team and individual work accomplishments, problems and progress in mastering tasks, and work processes. Work Schedule: Monday - Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Lead Program Support Assistant/PD138500 Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2023. 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-08 position you must have served 52 weeks at the GS-07. 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-08 grade level: One year of specialized experience (equivalent to the GS-07 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 for this position includes but is not limited to: detail-oriented, ability to work under pressure, prioritize, and carry-out multiple assignments simultaneously. The incumbent must have professional knowledge of accepted practices in communications (i.e., writing, editing, and organizing for logical, effective presentation). Effective oral and written communication skills to provide instruction, administer special projects, and report findings to a varied audience. Extract information from various sources, choosing and using appropriate analytical tools and statistical methodologies. Mastery of established rules of grammar and punctuation is essential. Ability to analyze and solve problems in a positive, goal-oriented manner and to make clear well-defined recommendations. Determining priorities, problem-solving and organization knowledge of VA regulations, manuals, directives, VISN directives and hospital and clinic policy memoranda and all other VA publications as they relate to the operation and mission of the MTVAHCS facilities in order to respond to inquiries and set priorities. advanced skills in typing, Dictaphone, calculator, and personal computer. Incumbent must have skill and practical experience in using computer software programs designed to compile and analyze data, develop reports, and prepare written materials. This includes but is not limited to Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Adobe Creative Suite, Outlook and VISTA. Thorough understanding of customer service principles and team concepts is essential to the performance of duties. Maintain the highest degree of confidentiality in all matters relating to the performance of all sensitive aspects of the position. You will be rated on the following Competencies for this position: Attention to Detail Clerical Customer Service Interpersonal Skills Leadership Self Management 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: The work is primarily sedentary. Typically, the position sits to do the work. However, there may be some walking, standing, bending, carrying of light items (such as books, papers), accessing transportation, and/or driving a government vehicle. The work requires patience and control of emotions. The work may require occasional use of appropriate techniques with veterans who present a danger to them self or others. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information This job opportunity announcement may be used to fill additional vacancies. 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. 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.