Major Duties And Responsibilities Prepares, processes, and reviews internal and external correspondence materials covering subjects of a program/administrative nature to include but not limited to reports, memoranda, letters, etc., and understands the importanceof accurately routing any correspondence to the appropriate party/parties for signature/approval. Independently composes memoranda for Chiefs, Sleep and Dermatology Clinics, and/or RN Manager as required. Responsible for specialized and complex work encompassing such issues as the workplace environment, information management, and other duties related to overseeing the administrative management of Sleep Clinic and Dermatology Clinic operations. Other administrative duties include data gathering, analysis, tracking, trending, and reporting independently; interactions with veterans, their families and representatives, writing, reports and controlled correspondence and action items, and other duties as assigned. Clinic Calendars/Correspondence/OPPE: The incumbent is responsible for the following: independently managing the calendars for the Chief, Sleep clinic, Chief, Dermatology clinic, and RN Manager as requested; creating and editing clinic profiles as needed with the Clinic Profile Team; routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail; performing a variety of Word processing assignments, maintaining a suspense file of all correspondence and action items. Incumbent assists the Chief, Dermatology on a semi-annual basis to conduct the Staff OPPE and FPPE reports, as directed. ADPAC Duties: Acts as a liaison between Sleep Clinic, Dermatology Clinic, and 01& T Service as it pertains to Service-specific information and systems. Serves as a primary ADPAC with processing Electronic Permission Access System (EPAS) requests for employees within the Service, as well as YourlT requests; will also provide back-up support to other team members under Ambulatory Care Services as needed. Completes quarterly and/or 180-day reviews of Sub-Specialty Medicine employees to ensure VISTA keys are correct and appropriate for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings. Serves as the Personal Identity Verification (PIV) Sponsor for the Service. Incumbent will submit YourlT system requests for VA-issued equipment (e.g., laptops, cell phones, and other small devices). He/she will also be responsible for submission of work/service orders via MAXIMO or other designated systems. Workload Reports/Incomplete Encounters: Assists the clinical staff in tracking incomplete encounters, Encounter Action Required reports for such, on a weekly basis, and works with the individual residents, physicians, and clinic leadership as necessary to correct the incomplete encounters. Assists in tracking the appointment management of outpatient consults to the Sleep and Dermatology clinics on a weekly basis, including timing of consult receipt, review, appointment, and completion. Works with Sleep, Dermatology, and RN Manager leadership as necessary to improve efficiency and achieve compliance with performance standards. Makes projections of clinic workload and backlog based upon clinic backlogs, capacity, and throughput, and prepares recommendations and reports to clinic leadership on the adequacy of clinic staff and capacity. Timekeeper Duties: Incumbent serves as primary timekeeper, which includes responsibility for preparing, submitting, and maintaining time and attendance records. Completes all audits necessary from Fiscal Service. He/she will abide by the timekeeping rules and regulations set forth by the Ann Arbor VA Healthcare System Payroll Office, and reports discrepancies to the supervisor. Serves as a point-of contact for developing and validating the All-Employee Survey (AES) workgroups, encouraging participation, and assisting with the submission of action plans as required.
Work Schedule: Monday - Friday 7:30am to 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/ PD929180 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized