Management and Program Assistant

Management and Program Assistant

Department: Department of Veterans Affairs

Location(s): Portland, Oregon, Vancouver, Washington

Salary Range: $54370 - $70682 Per Year

Job Summary: 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).

Major Duties:

• **The incumbent may choose to be based in either Vancouver, WA or Portland, OR. However, if Vancouver is selected as the primary duty location, the incumbent will be required to work at our Portland, OR office as needed for training and to provide coverage for Portland-based staff.** 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, 8:00am - 4:30pm 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

Qualifications: To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 05/11/2026. 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-7 position you must have served 52 weeks at the GS-6. 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 in 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/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12948877. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 05/11/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit

Application Deadline: 2026-05-11