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.

The incumbent provides technical and administrative support for program operations, including data tracking, workflow coordination, local PCMM coordination, and process documentation.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service.

An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.

If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement.

In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

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-06 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include: collaborating, communicating, setting priorities, and organizing the work to meet deadlines; ensuring compliance with established processes, policies and regulations; communicating professionally and effectively, both orally and in writing, to meet program objectives; preparing reports in various formats and presenting data to various organizational levels and providing orientation, training and guidance to new staff.

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:

Duties will include, but may not be limited to the following: Data Monitoring and Reporting (35%): Tracks provider productivity metrics using any relevant VA 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 (e.g., VSSC, PCMM Web) 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.

Workflow and Staffing Support (20%): 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.

Training and Process Documentation (15%): 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.

Communication and Coordination (15%): 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.

PCMM Coordination Support (15%): 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.

Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: This position may be authorized for Ad-hoc telework only. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Management and Program Assistant/PD636-30477-A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.