Program Support Assistant (OA) Job in Nashville, TN

Summary

This job is open to

• The public

  U.S. Citizens, Nationals or those who owe allegiance to the U.S.

• Career transition (CTAP, ICTAP, RPL)

  Federal employees who meet the definition of a "surplus" or "displaced" employee.

Duties

Duties include, but are not limited to:

• The Program Support Assistant will actively support clinic operations, including all aspects of clinic set up, cancellation, modification and usage. This position will oversee the process from start to finish, including working with Nursing Staff, Providers and Schedulers to ensure clinic space is available, coordinates and communicates with nursing staff, and ensures that scheduling instructions are relayed to all parties.
• The incumbent will independently assess how current clinics are functioning, and make recommendations if revisions are needed in existing clinics, such as adding additional appointment times, adding a make-up / additional clinic, or modifying slots to better accommodate our veterans.
• Monitor daily functions of all assigned areas, including but not limited to performance measures, electronic wait lists, consult review, RTC (Return to Clinic) order review and open encounters.
• The Program Support Assistant is the main Service Recovery Agent for the Neurology Service and will actively work with Patient Advocates in addressing patient concerns and successfully resolving the veteran's issue.
• The Program Support assistant will be responsible for working with Records Management and creating procedures and ensuring files have been correctly uploaded to Vista Image Display (and/or processing if required), and properly disposing of records in accordance with NARA (National Archives and Records Administration) guidelines.
• Advanced knowledge of Excel is needed for daily reports, and familiarity with Visio software, PowerPoint and MS Project to compile reports, export data, and provide information in a timely and clear fashion is necessary.
• Receives visitors and phone calls from people of all levels and ascertains the nature of the call or visit to direct to the person or call to the appropriate person or section. Checks in patients for providers and technician.
• Serves as timekeeper for Neurology Service at the Nashville campus. Maintains time and attendance reports for all staff.
• Prepares correspondence, forms and reports for the Neurology Service Chief and Assistant Service Chief and others utilizing typing skills, mastery of the English language, proper format, regulations governing release of information and other pertinent regulations.
• Maintains the appointment calendar for the Neurology Service Chief and Assistant Service Chief. Schedules meetings, appointments and conferences for the Neurology Service. This includes maintaining the agenda and minutes for meetings. Incumbent reminds supervisors of appointments and briefs supervisors on matters to be considered before scheduled meetings.
• The incumbent will work with the Administrative Officer to help coordinate administrative services for the Neurology Service at the Nashville campuses. On occasion the incumbent will be expected to provide backup support for the Murfreesboro campus.

Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• 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).

How You Will Be Evaluated

Required Documents

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/02/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12614943.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. Click Submit My Answers to submit your application package.

NOTE: 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 USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details 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 USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Next steps

After the vacancy announcement closes, applicants are evaluated 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.