Management and Program Assistant

Full Job Description

This position is located in the Mental Health Division of the VA Portland Health Care System (VAPORHCS), Community Reintegration Services (CRS).

The primary purpose of the position is to improve the quality, efficiency, and effectiveness of health care by integrating clinical and information processes necessary to achieve successful application of modern technologies and programs throughout the Veterans Health Administration (VHA).

To qualify for this position, applicants must meet all time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 04/16/2026.

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 within 30 days of 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.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience and/or education 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, but are not limited to: Must be proficient with Microsoft Word, Excel, and PowerPoint; Develops and/or oversees databases related to patient management systems; Develop and present formal briefings, statistical data, and reports; Provides relevant clinical and/or administrative data to identify, quantify and resolve organizational problems; Proficient is data design, collection, and management in order to input, retrieve, analyze, summarize, and present information effectively; Actively participates in or leads the development of clinical decision-support systems or interdisciplinary teams.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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/.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Reasoning Self-Management Teamwork 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. Major Duties:

Duties include, but are not limited to: The employee consults, advises and educates all levels of employees including the highest levels of management, on methods and means to make health care operations more effective and efficient.

Integrates knowledge of clinical and information processes to achieve successful application of new technologies to support health care operations and systems.

Initiates, develops and executes complex projects that support veterans' health care needs, collaborating effectively in a lead role.

Assists clinical business end users in re-engineering business processes for clinical efficiency and documentation.

Identifies end-user educational requirements and training needs; develops instructional materials and appropriate tools to educate the users and support staff at all levels of the organization, and trains others to deliver educational programs.

Monitors end user satisfaction to drive enhancements and increase performance.

Examines the need for change throughout the division and organization, determines what changes need to be aligned and how to do it, and leads or participates on process improvement, root cause analysis and system redesign teams.

Maintains knowledge of changes in technology and clinical environment to identify, propose, formulate, and support new or revised major administrative and clinical policies and directives for clinical software packages in accordance with Veterans Health Administration (VHA) regulations.

The incumbent is responsible for coordinating control point transactions for the Compensated Work Therapy (CWT) Transitional Work Program payroll accounts, and function as a Purchase Card Holder on various accounts, using the IFCAP system, maintaining transaction and purchase records, and ordering for the CWT Program.

The incumbent is responsible for preparing statistical records for Fiscal Service, balancing one control point budgets, and rectifying charge card accounts.

The incumbent will be assigned the duties & responsibilities of Government Purchase Cardholder for the CWT Program and must maintain accountability, store and issue purchased items to appropriate staff.

Collaborates with technical, clinical, and administrative staff to develop system requirements while understanding system capabilities and limitations.

Develops and/or oversees databases related to patient management systems, and actively participates in or leads the development of clinical decision-support systems.

The incumbent serves as a leader in change management, analyzing and evaluating clinical and administrative processes related to information flow.

Provides advice and guidance to assist in revisions of operational procedures and clinical processes.

Serving as project leader or team member, works through and with interdisciplinary teams to complete initiatives established by national, Veterans Integrated Service Networks (VISN), and local authorities.

Provides relevant clinical and/or administrative data to identify, quantify and resolve organizational problems.

Using databases and registries, formulates tools to support patient care and ensure quality management and clinical oversight.

The incumbent compiles and prepares reports including statistical, productivity, utilization, and varies performance measurement reports to ensure the effectiveness of the program.

Work Schedule: Monday - Friday; 8:00a.m. - 4:30p.m. (PST) Telework: This is not a telework position. Virtual: This is not a virtual position.

Position Description/PD#: Management and Program Assistant/PD21689A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized