Administrative Support Assistant

Full Job Description

This position is in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), El Paso VA Health Care System (EPVAHCS), in Quality and Patient Safety (QPS).

The incumbent is responsible for providing a variety of administrative actions essential to QPS organizational operation.

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 GS-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to knowledge of planning, coordination, and execution of business functions, resource allocation, and production; Uses computers, software applications, databases, and automated systems to accomplish work; Provides clerical and administrative support; Compiles statistical data for reports and charts, extracting data from documents and posting or tabulating to worksheets; Collects, compiles and/or tracks data and statistical information in support of the department's program operations; Develops/creates spreadsheets, reports and action plans with complied data; Maintains confidential files and suspense files/task lists for pending due items; Recorder for program activities such as communication boards, committees and site surveys; Provides general telephone and visitor referral services based on specific requests or ascertaining the nature of the call or request; Extracts data and reports for the assigned programs; Produces properly written and formatted meeting minutes for submission as required; Obtains and monitors the use of office supplies and services to ensure streamlined and efficient operations; Processes incoming and outgoing materials such as correspondence, reports and other forms of communications; Manages/maintains department intranet pages and SharePoint sites, including updating facility intranet calendar; Maintains an orderly and adequate level of program supplies.

You will be rated on the following Competencies for this position: Administration and Management Manages and Organizes Information Communication Computer Skills Organization Performance Analysis Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: 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.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is primarily sedentary with occasional mobility. Minimal travel can occur. No special physical demands are required perform the work.

Some bending, stooping and carrying light items such as paper and binders is required.

Keyboarding, communications, either by telephone or in person, filing and record keeping are some of the principal activities.

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/.

Major Duties:

Major duties include: Performs work involving the collection, compilation, analysis and data base maintenance and/or tracking of data and statistical information in support of the Patient Safety program operation.

Analyzes patient safety reports and enters these reports in the Joint Patient Safety Reporting (JPSR) System. Coordinates and conducts Suicide Risk Assessments.

Manages the National Center for Patient Safety (NCPS) database for EPVAHCS reports and enters Root Cause Analysis(RCA) into the NCPS RCA database Participates in RCA cases as the recorder and/or the facilitator using appropriate tools such as flow charting, brainstorming, and cause and effect analysis.

Communicates with staff to obtain additional and accurate information regarding adverse events and event disclosure.

Coordinates weekly Patient Safety rounds, enters collected data into the data base and requests follow-up when required. Coordinate's facility wide annual Patient Safety Events.

Develops educational articles, storyboards and/or staff notices as guided by the PSM to convey program information to target audiences.

Creates charters and time frames in collaboration with the Patient Safety Manager.

Processes incoming and outgoing materials such as RCA Charter letters, NCPS Newsletters, posters, and other forms of written communication.

Schedules RCA Team meetings ensuring completion of required timelines, coordinates meetings, and/or schedules conferences.

Provides support, education, and training to new and current employees on the web based system.

Ensures the ongoing review of pertinent data related to the Patient Safety Program and HRO activities to include but not limited to National Center for Patient Safety reports, surveys, site visit reports, and The Joint Commission reports.

Work Schedule: Monday - Friday, 8:00am to 4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/PD00918-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized