Management & Program Assistant
What you'd do
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 position requires ability to apply principles and practices of health care management, methods, techniques and skills in integrating the business goals of the Health Care Group with the strategic goals of the Healthcare System.
Major duties
Main duties include, but are not limited to: The incumbent ensures the accuracy of the data being processed by performing routine and non-routine audits. The audits may be performed on source data from Financial reports, VISTA, VHA financial systems, Pyramid Analytics, DSS data, or end-user reports displaying DSS data. 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 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. Incumbent at full performance 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, 7:30am to 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Management & Program Assistant/PD12205A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/21/2026. 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-06. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade 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 supporting SEPG/EER operations, including equipment procurement, asset tracking, and maintaining records in tracking systems. Experience tracking EOL/BER equipment, managing inventories, and coordinating replacement or disposal. Experience supporting provider onboarding by coordinating documentation, system access, and training requirements. Experience compiling equipment and performance data and preparing routine reports. Experience providing customer service by resolving routine issues and escalating as needed. 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/.
Before you apply
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