Management and Program Assistant

The position is a primary member of a team responsible for providing operational support to the Medicine Outpatient Health Care Group, VA Long Beach Health Care System. The personnel in the organizational structure of the Health Care Group consists of physicians, nurses, nurse practitioners, physician assistances, technicians, and administrative staff. This position reports directly to the Outpatient Medicine Business Manager.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/20/2026.

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-07 position you must have served 52 weeks at the GS-05. 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.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: In addition to meeting the time in grade, you must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Experience in using data analysis to improve outpatient healthcare clinic operations, access, and productivity.
  • Experience in streamlining healthcare administrative procedures, clinic workflows, and reports to meet program and regulatory needs.
  • Experience in independently completing healthcare administration projects and presenting results to clinical and administrative leaders.
  • Experience in supporting provider credentialing and privileging, including OPPE/FPPE monitoring and documentation. OR
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have :
  • 1 full year of graduate level education or
  • Superior academic achievement.

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/.

Responsibilities:

Duties included but are not limited to the following:

• Utilizes analytical techniques and abilities to support the operations of the Outpatient Medicine Health Care Group as well as to provide objectively based information on the administrative and programmatic aspects of agency operations and management.
• Develops procedures and systems for establishing, operating, and assessing the effectiveness of administrative control systems such as those designed to prevent waste, loss, unauthorized use, or misappropriation of assets; and performs management surveys to determine compliance with agency regulations, procedures, management practices, and effective utilization of staff.
• Independently collects, reviews, and analyzes statistical data from various automated data systems used by VA.
• Develops analytical tools to identify, format, and reduce data for analysis, to provide information to management in an easily recognized format, or to assist other analysts and staff.
• Independently collects, reviews, and analyzes statistical data from various automated data systems used by VA.
• Develops analytical tools to identify, format, and reduce data for analysis, to provide information to management in an easily recognized format, or to assist other analysts and staff.
• Monitors statuses of service projects and recommends reallocation of resources as needed.
• Serves as Approving Official and assures that all expenditures are properly authorized and documented.
• Tracks recruitment and vacancies within the HCG in order to maintain accuracy of Organizational Chart.
• Troubleshoots pay issues with staff and works with Fiscal and HR to resolve issues.
• Reviews existing policies, procedures and reports relating to the capture of clinical and administrative information in order to give management accurate and usable data.
• Establishes reporting requirements and assumes follow-up responsibility for developing reports to meet the requirements of special studies and projects; designs report formats based on discussions with management, Service Chiefs, and Supervisors.
• Uses Microsoft Office and VA computer programs to perform formal analysis of program processes relating to performance improvement including: patient flow, patient satisfaction, National VA performance measures, national VA performance monitors such as patient wait time, quality improvement indicators, establish thresholds, search databases, and calculate and generate statistics for monthly performance improvement reports.
• Coordinates data collection of workload statistics, quality measures, and credentialing and privileging tracking conducted by lower grade employees.
• Formulates extracted data into different database programs such as Excel, Access, or SQL and to prepare analysis in the form of reports for the Medicine HCG management.
• Incumbent assists in developing and uses established analytical techniques and precedent studies to gather narratives based on defined problems within the service programs, collects and integrates process information from clinical managers and line supervisors to develop recommendations for improved organization and structure within the service and propose alternate courses of action.
• Assists in developing new or modified administrative program policies, regulations, goals, or objectives; identifies data required for use in the management and direction of programs.
• Develops management and/or program evaluation plans, procedures, and methodology; conducts studies of employee/organizational efficiency and productivity and recommending changes or improvements in organization, staffing, work methods, and procedures.
• The work involves gathering information, identifying and analyzing issues, and developing recommendations to resolve problems of effectiveness and efficiency of operations.

Work Schedule: Monday-Friday, 8:00 a.m. to 4:30 p.m.
Virtual: This is not a virtual position.
Position Description/PD#: Management and Program Assistant/PD12205A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Salary : $58,827