This position supports the Hematology Oncology Section within Medical Service and is assigned to the Martinez Outpatient Clinic, VA Northern California Health Care System. The incumbent will provide administrative support to the Hem/Onc staff and perform specialized duties/projects. The incumbent is the administrative focal point for the entire section for operations management, including personnel staffing issues, workload adjustments, supplies, space arrangements, data collection and analysis.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/24/2025. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing responsibilities of the Hematology/Oncology section from an administrative and clinical perspective; Ability to take data, formulate recommendations and draw conclusions from analysis of the data. Analytical skills to organize and present data; Knowledge of and thorough familiarity with Microsoft Word, Excel, Outlook, and PowerPoint are essential; Ability to access clinic data for management and tracking, especially the patient registry and clinic scheduling portions; Knowledge of personal computers and management information systems is necessary and also be utilize various PC applications; Organizational and management skills in order to plan for the daily operational issues. Interpersonal skills to be able to have successful interactions with patients, staff and the community; Ability to present effectively throughout the Medical Center and represent the Hem/Onc Service in many different forums; and Ability to possess good English oral and written communication skills and the ability to produce reports, prepare correspondence, and generally represent the service through written media. Typing Proficiency Requirement: In addition to meeting experience requirement, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Office Automation typing requirement of 40 words per minute typing speed - Words per minute are based on a 5 minute sample with three or fewer errors. 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 include but are not limited to the following: Submit request forms for clinic modifications (for MDs and techs), clinic cancelations, and new clinics. Interfaces with appropriate personnel to assure that clinics are correctly scheduled, assures that staff absences and clinic cancellations are appropriately reflected in the clinic schedules. Responsible for clinic appointments to more efficiently schedule patients and reduce double booking. Monitor open encounters and pending consults/orders. Maintains faculty, fellows and resident schedules to ensure that clinics are covered. Reserve conference rooms for group clinics. Monitor open encounters and pending consults/orders. Manages consult linkage to ensure that all consult notes are linked with the original consult. Responsible for data entry and uploading of non-VA medical records of Hem/Onc Clinic patients into CPRS. Performs nonstandard computer operating assignments and resolves a wide range of common operating processes. Submits work orders for all needed items or equipment repairs. Assist technicians and staff in obtaining appropriate work order for clinical needs. Route incoming phone calls to staff physicians and nurses as needed. Manage staff meetings, including coordination of schedules to find meeting times, sending out meeting invitations with skype links, reserving conference rooms, preparing agenda, taking minutes, following up on action items and sending reminders. Submit paperwork for staff equipment requests as needed: keys, VA cell phones, laptops, etc. Obtains and monitors the use of services, supplies, and equipment. Serves as timekeeper for the Hem/Onc Service. Management of patient appointments and provider clinic schedules. Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the Hem/Onc Service. Such work includes a variety of administrative functions necessary to the smooth management of an liaison between the program offices and administrative offices outside the organization. Generates a variety of documents such as letters and reports. Utilizes basic software and printing functions. Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, graphics, and other similar products. Selects appropriate system, application, and format. Performs administrative and/or clerical procedures to support a variety of office functions. Monitors and controls correspondence and records throughout the service. Receives and monitors externally and internally generated correspondence and inquiries. Maintains a correspondence control system which monitors the receipt and distribution of correspondence. Follows up to ensure observance of deadlines and coordination of internal comments and clearance. Performs other related duties as assigned. Work Schedule: Full-Time; Monday to Friday, 8:00am - 4:30pm 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#: Program Support Assistant (OA)/PD01662-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorize