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Program Support Assistant

4 months ago

Salem, United States Veterans Health Administration Full time

Summary

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Salem VA Medical Center (VAMC), Environmental Management Service (EMS) and functions as a Program Support Assistant performing administrative duties.

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, the following: Assists the Service Chief with work processes, personnel management, staffing, business and financial management, service operations and organization, daily correspondence, emails, memorandum, and property and quality management Performs analyses and/or evaluation of operating program characteristics for management, as well as various budgetary duties Serves as the contact for administrative inquiries, providing authoritative written, verbal and electronic communications within EMS and the Salem VAMC Assists with developing, implementing and maintaining a formal, comprehensive administrative program encompassing all functions and programs for which Environmental Management Service has responsibility Gathers information and coordinates program compliance with regulatory requirements, including Joint Commission, OSHA, EPA and quality standards developed by VACO Environmental Programs Service (EPS) Develops methods and determines manpower, equipment and material requirements to accomplish departmental work; recommends adequate manpower requirements and the reassignment of excess manpower to productive activities Provides guidance and assistance to management in organizational units in setting goals and evaluating accomplishments Oversees the uniform program tracking of uniforms for employees and management of this system to include collecting uniforms from clearing station, developing and implementing standard procedures for issuing, replacing, stocking uniform, dispensing machines (Scrubex), tracking inventory levels, coordinating the work of stocking and replenishing the dispensing machines, providing reports on dispensing machine usage, ordering and dispensing of the medical employee uniforms, updating employee records for purpose of updating dispensing machines and data base dispensing machine systems, scheduling repair, developing contingency plan for machine failures, and providing administrative support to linen, textile and laundry systems Responds to inquiries and provides general administrative guidance to employees and management on full range of Environmental Management Service administrative operations and functions Prepares reports, memorandums, spread sheets, enters data into data base systems Runs queries and pulls data from system applications for reporting Responds to email correspondence Files updated written policy and standard operating procedures (SOPs) Recommends and implements improvements to administrative service operations using Vista or Microsoft Programs Serves as liaison with Human Resources staff Assists and works closely with the Chief, EMS regarding administrative procedures, policies and policies dealing with work force diversity, recruitment, merit promotions, employee/labor relations, discipline, and other human resource activities Assists the Chief of EMS with directing the personnel management programs for the office, including recruitment, promotions, awards, position classification, training development, training record tracking, disciplinary actions, etc. Designs, develops, and drafts all personnel documentation for personnel actions Provides management and program personnel with assistance and advice on budgetary and finance issues Maintains information on the status of financial resources for the service and adjusts to changing situations with timely recommendations Reviews financial reports and resolves discrepancies with the accounting office Confirms that all expenditures are properly authorized and documented Establishes, organizes and maintains a system of internal controls for fund management in allocated cost centers as well as other program funds Prepares annual budget reports, fund control point summaries for monthly fiscal reports Prepares budget presentations using PowerPoint Performs other related duties as assigned Work Schedule: Monday through Friday, 8:00am to 4:30pm
Recruitment & Relocation Incentives: Not authorized
Critical Skills Incentive (CSI) : Not Approved
Financial Disclosure Report: Not Required