Total 8 health instructor job vacancies in Administrative / Clerical category in Falls Church, Virginia

The incumbent initiates and carries out a wide array of advisory and technical duties. Other duties include but are not limited to:

• Dispense off the shelf inventory items to patients and stock post the items to the patients transaction record screen.
• Sorting, compiling, typing and distributing requisitions, orders and other PSAS documents.
• Verify eligibility for Prosthetic Services thru the prosthetic package before issuing the equipment to the patient (i.e. ensuring a consult for equipment has been submitted to the service via CPRS by the appropriate clinical staff to includes doctors, nurses and/or therapists)
• Reviews "stat" consults submitted to prosthetics and contact the service that submitted to educate on PSAS consult submittal process.
• Notify supply chain, logistic inventory managers and supply techs of items with low amounts prior to running out of items on the shelves.
• Mail out stock room orders as required.
• Send order requests through CPRS in order to have patients scheduled in the Orthotic Lab to pick up equipment.
• Process requests for turn-in of devices that are not returnable to companies purchased from.
• Performs other duties as assigned.

The primary duties of this position are to function as the administrative process and policy expert to Mental Health & Behavioral Sciences on Human Resources (HR) management. Tasks are carried out without assistance before submission to the supervisor or Chief of MHBS for discussion and review.

Administrative/Personnel Management 50%

Provides administrative and technical work to the Chief of Mental Health & Behavioral Sciences regarding Human Resource Activities. This position is responsible for executing human capital management best practices and implementing applicable policy changes, employment procedures, and classification and compensation processes. Serves as the Human Resources Subject Matter Expert and liaison on behalf of MHBS. Performs duties and functions as a primary and independent liaison with the Human Resources department related to VHA's efforts to recruit and retain highly qualified mental health professionals and support staff. The position has delegated responsibility and authority to oversee the overall communication for Human Resources processes in MHBS. Facilitates planning, direction, and timely execution of policy, training, education, recruitment, evaluation, and/or data and surveillance projects/programs pertaining to Human Resources Activities. Utilizes at an expert level HR Information Systems including, but not limited to:
a. LEAF Hampton Portal - Portal for submission of all position requests
b. LEAF CCU Portal - Portal for submission of all new/modified Position Descriptions
to the Consolidated Classification Unit for review and appropriate classification.
c. HR SMART - System where all HR Action Requests are made.
d. USA Staffing - System where all staffing/recruitment related actions are housed.
e. YourHR. - Submission of all HR-related helpdesk tickets.
f. Power BI: Computer program to access Service HR reports.

Training, Inventory, Data/Records Management 50%

Utilizes appropriate locality pay tables to determine appropriate salary for personnel. If necessary, readily identify need to create local pay scales.
Develop recruitment selection tools, rubrics, and other applicable documentation to determine best qualified candidates. Provides training and technical assistance on regulatory and legal requirements for hiring practices to the Chief of MHBS and other supervisors in MHBS. Explains these regulatory and legal requirements to Chief of MHBS and other supervisors. Manages monthly FTEE Inventory and Turnover Suspense's for MHBS Service Line, which is reported to Executive Leadership. Coordinates any emerging issues related to the topic of communication as necessary.
Uses an interactive approach that: identifies the type of information that is necessary; provides information on a timely basis; and tracks and assesses the response of all parties so that potential problem areas can be identified, avoided, and/or corrected. Develops and coordinates graphics requirements, including databases, tables, and spreadsheets to manage recruitment. Through proactive communication strategies, promotes partnership between MHBS and Human Resources to establish formal relationships to facilitate hiring and retention. Produces a wide range of documents using a variety of office automation technologies. Applies advanced work processing software to materials involving complex formats such as automatic generation of indices and tables of contents, importation of graphics, charts, or special symbols or precise alignment of multiple columns.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD029820
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Duties include but are not limited to:

• The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.
• The incumbent is responsible for electronically scanning various health information documents into the Veterans Health Information Systems and Technology Architecture (VistA) Imaging and assuring that the scanned documents are associated to the correct patient and progress note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS).
• The incumbent must follow scanning procedures established by CVVAHCS.
• When records are received, the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware.
• The incumbent ensures that all paper clips, staples, tape, and loose hanging tape are removed from the documents prior to scanning.
• The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference.
• The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging.
• Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of health records in both terminal digit and alphabetic filing systems.
• Through CPRS and manual review of patient record activity, the incumbent retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of Health Records; references VistA Imaging and patient locator cards to support Release of Information activities; and conducts extensive searches for health records when initial searches have been unsuccessful.
• The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative (including Community Care) and clinical staff members in order to locate/obtain/clarify health records. Also introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use.
• Incumbent is responsible for concurrently reviewing and auditing their work in accordance with policies, procedures or training methods related to such areas as document scanning, VistA Imaging, and VHA Directives.

Major duties and responsibilities include but are not limited to:

Health Professions Training and Staff Development Programs Administrative Management and Implementation

• Provides for the overall administrative and program management for the service. This may include interpreting administrative policies, developing and/or implementing national or local policies, defining administrative requirements, and/or providing advice to top management on related issues.
• Responsible for SharePoint content, forms, and processes. Responsible for Medical Center Policies (MCPs), Standard Operating Procedures (SOPs), Service Handbooks and Manuals that have widespread impact and affect multiple Services and Sections within CVHCS and may delegate these policies to Education Service subject matter experts/program leads as advised by the ACOSE-DEO or DACOSE-DLO. This includes MCPs, policies and procedures regarding VHA's Office of Academic Affiliations (OAA), Medical Residency Programs, Associated Health Programs, Scholarship Programs, Nursing Education Programs and multiple other programs within the Education Service portfolios of staff and trainee development.
• Facility expert regarding these MCPs, handbooks and procedures; as such, has knowledge and expertise in the corresponding regulations of national VA, OIG, accrediting bodies and academic affiliates.
• Bargain at the national level regarding MCPs that require union bargaining.
• Provides education, training, consultation, and recommendations to CVHCS's executive team, academic affiliates, chiefs, site directors, HPTs, and medical center staff.

• Primary responsibility for ensuring the smooth functioning of all administrative processes or instituting new processes or improvements to existing ones. This includes, but is not limited to, managing all education procurements, contracts, and fund control points for the Education Service, preparing procurement requests, evaluating proposals for work, is the Contracting Officer's Representative (COR) for procurements, and maintains procurement and contracting records.
• Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.
• Prepares and reviews purchase orders for supplies and non-expendable property such as equipment, to include specialized media, audiovisual, and simulation equipment, as well as other specialized equipment necessary to the effective functioning of the Education Service.
• Exercises authorizations for obligation and expenditures of funds. In keeping with regulatory separation of duties, when needed, the incumbent will be enabled to make authorized purchases as a purchase card holder.

• Responsible for personnel management functions including recruitment, classification, staffing, pay/leave administration, training and performing necessary research related to human resources management issues.
• Provides ongoing training and assistance to new and incumbent personnel regarding office policies and procedures.
• Advises employees on work and administrative matters.
• Assures that new employees are provided with necessary workspaces, equipment, information technology access, and ensures that all human resource requirements are met to facilitate smooth onboarding.
• Ensures audits, compliance and effectiveness/efficiency reviews of system activities and goals. When these audits reveal performance improvement opportunities or deficiencies, the incumbent determines appropriate actions and recommends solutions to the ACOSE-DEO and DACOSE-DLO.
• Performs other related duties as assigned. The incumbent has immediate responsibility for all non-supervisory aspects of a comprehensive personnel management program for all the sections under the Education Service.

• Incumbent serves as Administrative Support Specialist performing a wide variety of office management and administration duties to ensure smooth and efficient operation of the J3 Directorate.
• Provide key assistance to the staff by managing one-time, special, and recurring projects and programs.
• Responsible for managing the operational schedule and directs the administrative operations for the Director and Deputy Director.
• The incumbent helps maintain communication with the entire J3 staff through organizing staff All Hands meetings.
• Uses word processing systems and other office systems to prepare letters, memorandums, and reports.
• The incumbent serves as the focal point for the receipt and review of incoming tasks, projects, correspondence and other communications and materials.
• Maintain Director and Deputy Director, J3 official files in accordance with DoD and DHA regulatory guidance.

***THIS IS NOT A REMOTE POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Major duties and responsibilities include, but are not limited to:

• Assisting the supervisor during all business hours in performing and/or managing administrative tasks
• Scheduling appointments, coordinating meetings and/or scheduling conferences
• Providing general calendar maintenance and clerical services (such as maintaining calendars, recording appointments, arranging meetings and small conference administrative details)
• Coordinating conference logistics and food service activities (such as printing or picking up conference materials, picking up conference supplies such as trays of water and food)
• Set up and breakdown of conference space and activities (such as food and light cleaning prior and after the completion of the meetings and/or schedules conferences)
• Monitoring the use of services, supplies or equipment for the office
• Performing time and attendance record keeping duties in the VATAS/or equivalent programs for the office staff
• Processing Executive Administrative staff correspondence for appropriate dissemination
• Providing front door coverage (including incoming/outgoing mail, telephone triage, customer service, etc.)
• The selectee will perform other duties as assigned

• Administrative Management: provides overall administrative management for the service; interprets administrative policies, develops local policies and defines administrative requirements; provides advice to supervisors; monitors performance and suspense actions; monitors training completion and accomplishments of all staff; coordinates security clearances and access for visitors and contractors as necessary;
• Human Resources/Personnel Management: oversees all aspects of human resources requirements; provides advice pertaining to the procedures, laws, regulations and policies dealing with recruitment, employee/labor relations, training and other human resource functions; prepares and reviews position descriptions to ensure accuracy and adequacy; tracks current and projected personnel actions; completes and reviews reports and identifies deficiencies or discrepancies; ensures performance ratings are completed and submitted accordingly;
• Budget/Fiscal: manages budget formulation and execution for a changing budget of administrative expenses; serves as a purchase card holder and approving official for equipment and commodities procured; prepares budget estimates and identifies changes as needed;
• Space Planning, Property Management, Procurement and Supply Administration: acts as the Contracting Officer Representative for multiple short and long term service contracts; prepares procurement request and evaluates proposals for work; maintains records; establishes and oversees procedures for the receipt, review and follow-up on requisitions for purchases; responsible for space request and coordinates movements with other offices when necessary; ensures the service is adequately stocked with office supplies;
• Performs other related duties as assigned.

MAJOR DUTIES AND RESPONSIBILITIES:

• This position is responsible for carrying out a variety of health information functions.
• The incumbent performs duties related to the receipt, scanning, indexing, and destruction of health and administrative information.
• The incumbent will interface with personal computer (PC) applications as well as numerous VistA applications. In this regard, the incumbent will index each scanned document into a SQL database which will be accessed via CPRS (Computerized Patient Record System) and GUI tools, then associate each scanned document with the correct patient's CPRS record, the appropriate TIU document, assign the appropriate document-named nomenclature, and electronically "sign on chart" scanned documents.
• A qualified typist is required.
• When records are received, the incumbent will ensure that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through the PC scanning software and hardware.
• The incumbent must index this information using PC/VistA Imaging application bridges.
• After the scanning and indexing process is complete, the incumbent will confirm information interchange by communicating with clinical and administrative team members.
• The incumbent will maintain a daily productivity log of scanning and indexing activities.
• The productivity log will be provided to the Chief of Community Care as requested.
• The incumbent is responsible for tracking, retrieving and performing follow-up activities on health records.
• Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care.
• Communication skills are required to properly coordinate record transfers, record follow-up, and record scanning, and indexing functions with clinical team members.
• Sorts loose health record documents received daily, scan and indexes materials accordingly on a timely basis and within established guidelines; and makes the proper disposition of documents for unavailable records.
• The incumbent must be flexible in order to undertake a variety of miscellaneous duties not limited to, but including; requesting reports from community providers and answering the phone as assigned by the Chief of Community Care or Deputy Chief of
  Staff.
• The accuracy of entering/capturing workload and assuring the completeness of health records are critical components of this position.
• The incumbent is responsible for following all occupational health, fire, and safety instructions during the performance on the job and movement throughout the facility.
• The incumbent is responsible for informing the supervisor of any conditions or practices considered to be unsafe or fire hazard.
• The incumbent is responsible for ensuring the security of the ADP system by maintaining the confidentiality of patient information and by exiting (logging off) VistA when leaving the terminal.
• The employee's behavior must reflect the dignity and respect each patient, visitor, and fellow employee deserves and should expect. In this regard, the incumbent is responsible for interacting with others in a manner that fosters favorable relations as set forth in the facility policy on human relations.