Management and Program Assistant

Full Job Description

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.

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/.

Major 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