Management and Program Assistant

Summary This position is located in the Primary Care Service Line at the Central Iowa VA Health Care System in Des Moines, IA. The position provides technical and administrative support for program operations, including data tracking, workflow coordination, local Primary Care Management Module (PCMM) coordination, and process documentation. Duties ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties include, but are not limited to: Tracks provider productivity metrics using any relevant systems. Monitors patient wait times and appointment access to ensure compliance with timeliness standards. Reviews encounter completion data and flags discrepancies for correction. Compiles reports from multiple data sources to support operational reviews. Reviews data inputs for accuracy and relevance; identifies unusable or incomplete data and takes corrective steps or flags issues for resolution. Applies judgment to determine which data sets are actionable and synthesizes findings to support operational improvements Utilizes validated data to identify patterns or gaps in current processes and communicates potential changes to improve efficiency or compliance. Assists in documenting and reviewing clinic workflows to identify bottlenecks or inefficiencies. Supports time-management and process improvement initiatives by collecting data and preparing visual aids (e.g., flowcharts, spreadsheets). Participates in workgroup meetings to gather input from staff and summarize findings for leadership. Develops and updates training materials based on observed needs and staff feedback. Coordinates onboarding support for new PACT team members, including scheduling and materials distribution. Maintains documentation of standard operating procedures and assists in updating them as needed. Serves as a liaison between Primary Care and other service lines to coordinate routine operational matters (e.g., telehealth scheduling, meeting logistics). Represents the Primary Care Administrative Officer in meetings when assigned, primarily to relay information or gather updates. Prepares meeting notes, summaries, and follow-up items for internal use. Maintains and updates provider panel assignments using PCMM Web in alignment with the PACT model and capacity formulas. Coordinates reassignment of patients and providers during staffing changes (e.g., provider leave, exits). Validates panel data to ensure accuracy and alignment with staffing and workload distribution. Communicates panel changes to relevant stakeholders and ensures updates are reflected in scheduling systems. Performs other duties as assigned. Work Schedule: Monday-Friday 7:30am-4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Requirements Conditions of employment 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. The online assessment measures critical general competencies required to perform the job. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications SPECIALIZED EXPERIENCE: Requires at least one (1) year of specialized experience equivalent to the next lower grade level (GS-6) in the Federal service that equipped the applicant with the knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to this Management and Program Assistant position. Specialized experience includes performing a wide variety of clerical and administrative support duties; maintaining records and databases; collecting and analyzing data and information; and utilizing computer software such as Microsoft to compose correspondence and create spreadsheets, reports, charts and/or graphs. (Resume must clearly demonstrate the required experience. We will not make assumptions regarding experience.) Physical Requirements: Work is primarily sedentary. May involve occasional walking, standing, or carrying light materials. 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/. Education There is no educational substitution at this grade level. Additional information Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Note: Per "Executive Order 14251: Exclusions from Federal Labor-Management Relations Programs", this position is no longer eligible for bargaining unit participation. Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Benefits A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.