USAJOBS · 13 hours ago
Management Assistant (Analysis)
San Antonio, Texas, USA
Full-time
Onsite
Entry Level
$46K/yr - $60K/yr
1+ years expUSAJOBS is seeking a Management Assistant to support the Chief of Medicine Service and other administrative officers at the South Texas Veterans Healthcare System. The role involves providing day-to-day clerical and administrative support to ensure smooth operations within the Medicine Service.
ConsultingGovernmentHuman ResourcesInformation TechnologyInternetStaffing Agency
No H1B
U.S. Citizen Only
Responsibilities
This position provides key day to day support of the Medicine Service to include clerical duties such as meeting minutes, mailings, faxing, reception, in addition to many more advanced responsibilities such as timekeeping, purchasing, clinical and research data collection at multiple sites, equipment management, Assistant Automated Data Processing Application Coordinator (ADPAC) duties, support of Human Resource (HR) and Medical Staff Office (MSO) processes, and interfacing with our patients by phone and face to face. In addition, Medicine Service has both professional as well as managerial/financial responsibilities
Administrative duties include the upkeep of administrative continuity books, memorandums, service line agreements, and service policies, preparation of clinic activations, changes, deactivations, and routing of clinic cancellation forms. Ensure updates to emergency cascade rosters and the emergency and safety plans and attend associated meetings. Assist with evaluation and maintenance related to environment of care requirements. Collect, submit, and update clinical on-call rosters in a timely manner
Among the primary duties is to perform the routine, procedural, or standard assignments that support management/program functions. The incumbent will perform many different kinds and combinations of work at different organizational levels. Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. The incumbent will apply policies and procedures to assist physicians, nursing staff, technicians and other personnel in understanding and using the systems
The Management Assistant will perform work related to the purchasing, processing, distribution, collection and inventory of supplies and equipment, as well as, the processing and maintenance of Medicine Service Equipment Inventory Lists (EIL). Creates models for organizational charts and understand the principles of management, in order to perform work required by the Service Chief, Administrative Officer and the Supervisory Management Analyst. Assists professional staff and handles administrative functions for the office. Assists with Federal travel process and serves as an alternate preparer for the web based travel system. Also serves as coordinator for all travel arrangements of full-time physicians, part-time physicians, Title 5 staff and Title Hybrid 38 staff. Determines per diem costs and obtains airfare information to ensure all travel forms, memos and funding requests are submitted accurately and in a timely manner. Upon return, ensures claim forms are accurately submitted for reimbursement of all expenses
Searches historical files for readily available background information such as recent staff or functional changes, organizational charts, mission and function statements, and position descriptions. Verifies that position descriptions and functional statements are appropriate and updated with respect to title and grade and verifies codes and symbols are correct. Verifies and corrects discrepancies with HR and Fiscal Service memos and other documentation
The incumbent applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations involving direct patient care, disease management, equipment oversite, and workforce management. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of the Medicine Service such as records, directives, mail, or forms management systems
Incumbent will track all credentialing, background investigations, and HR actions including timekeeping, tour of duty & fee basis memos, staff in-processing/out-processing, and the annual appraisal process. In addition, they will assist with MSO and Section Chiefs and supervisors in the credentialing processes to include routing and uploading the Ongoing Professional Practice Evaluation/Focused Professional Practice Evaluation (FPPE) documents, assisting with the clinical chart review process, and submission and routing of specific documentation in order to complete privileging and re-privileging packets for physicians. Incumbent submits HR actions in the Website Based Human Resources System for leadership review and approval
Other duties as assigned
Qualification
Required
You must be a U.S. Citizen to apply for this job
To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment
Selective Service Registration is required for males born after 12/31/1959
Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
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-6 position you must have served 52 weeks at the GS-5
You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization
Knowledge of management principles and processes as well as the ability to analyze and evaluate methods and techniques
Knowledge of the basic skills and understanding of the methods and techniques of management analysis and/or program analysis
Extensive knowledge of medical management practices and/or medical programs, guidelines, regulations and precedents
Ability to apply basic data gathering methods, such as collecting various types of factual information from an array of computer programs, reports and documents, as well as, the ability to analyze such information
Ability to analyze financial reports
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations
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
The work is mainly sedentary. Typically, the employee sits comfortably to do the work. However, there is also daily walking, standing, bending, carrying of light items such as papers, books and small objects
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
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
Company
USAJOBS
USAJOBS enables federal job seekers to access job opportunities across hundreds of federal agencies and organizations.
10001+ employees
Funding
Current Stage
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