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Program Support Assistant

Company: Veterans Affairs, Veterans Health Administration
Location: Saint Cloud
Posted on: June 5, 2021

Job Description:

The St. Cloud VA Health Care System is recruiting for one (1) full-time Program Support Assistant for the Chief of Staff Service Line (Whole Health Program). [ "This position serves as a Program Assistant providing Project Coordinator support at the local facility level for the national evaluation of the Whole Health Demonstration project. The position will assist and carry out work for various projects on the utilization, costs, tracking and outcomes of the implementation of the Whole Health System. This position will report locally to the Whole Health Program Manager, but will work collaboratively with national evaluation team at the Center for Health Quality, Outcomes, and Economic Research (CHQOER) and the Office of Patient Centered Care & Cultural Transformation. The position will be responsible for recruiting patients, utilizing various information technology (IT) formats and computer applications, coordinating project logistics, data collection and management, performing local trend analysis and other related studies, establishing and maintaining project databases, conducting research interviews, communicating with project personnel, assisting with manuscript preparation and presentations, and helping with various other tasks that emerge during the course of research. These other tasks may include but not limited to, determining local best practices, return on investment studies and impacts. Responsibilities include, but are not limited to: Serves as a central point of contact to provide authoritative explanations of requirements, regulations, and procedures and to resolve operational problems. Responds to requests for information concerning Whole Health functions and may personally prepare/give responses or information by utilizing various SharePoint sites and TVHS internet, to name a few. Systematically prepares material so that it is immediately available for the department's need. Maintains program staff's calendars and coordinates reception of mail, telephone calls, and visitors to ensure a smooth flow of business in Whole Health. Screens mail closely to determine priorities and appropriate distribution within the department. Screens calls and visitors routing to appropriate Whole Health personnel and routinely answers inquiries without referral. Schedules appointments and meetings upon own initiative based upon personal knowledge of workload and current issues of importance. Responsible for paperwork management within the service. Maintains controls on all incoming correspondence and action documents, and initiates follow-up on completion of work in process to ensure a timely reply or action. Reviews/screens incoming publications, regulations, and directives which, because of their subjects, may affect the service, determines those that can be acted upon personally, taking the necessary action. When necessary, obtains clarification of instructions from originating offices and appropriate focal points. Maintains departmental management files in accordance with guidelines provided by Central Office. Establishes and maintains an accurate and complete set of VA regulations. Responsible for disposition of obsolete materials. Maintain reports control file and/or suspense files for all Whole Health reports. Responsible for coordinating and managing an effective office system. Instructs applicable staff in areas of new techniques, policies, procedures, etc., and provides feedback on any associated problem in implementation. Coordinates/provides training as needed in these areas. Advises professional staff, supervisors, and service program clerk(s) in the procedural aspects, deadlines required, and reporting requirements. Keeps managers informed of Whole Health Coach training, mentor trainings, and various trainings impacting upon program or goals. Initiates timely feedback regarding problems in reporting systems, data collection, or any actions that interfere with accomplishing work, and notifies service chief, supervisors, or other appropriate persons of any breakdown in established procedure which would impact on the accurate, complete, or timely compilation, entry, or submission of data. Compiles and analyzes a variety of data for reports (both scheduled and non­scheduled) and drafts and submits these reports on a monthly, quarterly, and annual basis. On many reports, both one time and repetitive, establishes a system and collects data from one or all sections and prepares reports assuring that information transmitted is accurate and that the goal of the report is achieved. Summarizes and transcribes Whole Health staff meetings for individual and/or combined campuses such as clinical meetings, employee meetings, and safety meetings, etc., determines significant information and conducts/prepares follow-up actions as necessary. PLEASE SEE BELOW FOR QUALIFICATION REQUIREMENTS Work Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.\nTelework: Ad Hoc\nVirtual: This is not a virtual position.\nPosition Description/PD#: Program Support Assistant/PD99895S\nRelocation/Recruitment Incentives: Not authorized\nFinancial Disclosure Report: Not required" ]

Keywords: Veterans Affairs, Veterans Health Administration, Saint Cloud , Program Support Assistant, Other , Saint Cloud, Minnesota

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