Summary This position serves as the senior administrative and program support professional for Pain and Physical Medicine & Rehabilitation (PM&R) Service, supporting the Administrative Officer (AO) and Chief of Pain Service. Responsibilities Designs and maintains data collection protocols, dashboards, and tracking systems across VistA, CPRS, DSS, Power Bl, and VSSC for Pain and PM&R programs. Analyzes workload, productivity, consult completion, wait time, and access metrics; identifies trends, variances, and emerging issues, and develops written analysis with recommended courses of action for AO/Chief decision. Prepares and maintains program dashboards, Balanced Scorecards, and physician proficiency reports; independently determines appropriate metrics and presentation formats for leadership use, subject to AO approval of substantive changes. Compiles and interprets data to support product line business plans, staffing decisions, and budget planning discussions, presenting findings and options directly to leadership. Works directly with Information Technology Service to scope, request, and implement tools and system enhancements that improve Service data and workflow, functioning as the Service's primary technical liaison for administrative systems. Manages the credentialing coordination process for new and renewing staff across the Service's disciplines. Provides technical training on CPRS and VISTA to new staff, residents, interns, students, and clerical personnel; identifies and closes training gaps independently. Tracks and analyzes FTE utilization, space assignments, and equipment inventory; independently develops recommendations on equipment replacement and resource allocation for AO/Chief consideration during business planning. Assists in monitoring Service equipment and supply inventory levels, coordinating with Logistics/SPD on replenishment, stock rotation, and turn-in of excess items, and flagging discrepancies for AO or Fiscal Service resolution. Maintains organizational and workflow charts, functional statements, and staffing records; independently verifies position description and functional statement accuracy (title, grade, codes) and resolves discrepancies directly with Human Resources and Fiscal Service. Organizes and manages documentation for program audits and accreditation surveys, independently coordinating across Service disciplines to ensure completeness. Monitors Service compliance with VANHA policy and directives; reviews incoming directives and determines their applicability to Pain/PM&R Service, flagging conflicts, overlaps, or gaps for AO/Chief awareness. Maintains the Service's policy and procedure library, independently ensuring version currency and accessibility. Provides backup coverage and mentorship to less experienced administrative staff, including GS-07 entry-level incumbents in this career ladder. Performs other administrative and program support duties as assigned, consistent with the grade and series of the position. Work Schedule: Monday-Friday; 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Management and Program Assistant/PD740-014300 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/15/2026. 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. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 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 medical management practices, guidelines, regulations, and precedents applicable to a multidisciplinary outpatient specialty service, advanced skill in Microsoft Office Suite, VistA, VSSC, CPRS, DSS, and Power Bl, sufficient to independently design data collection protocols, dashboards, and analytical reports without close technical guidance, and knowledge of management analysis and program analysis methods sufficient to independently identify problems, evaluate alternatives, and formulate recommendations for leadership decision. 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/. Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
