Program Support Assistant - Iron Mountain, United States - Department Of Veterans Affairs

Description

Summary

This position is located in Pharmacy Service at the Oscar G. Johnson VA Medical Center, Iron Mountain, MI (OGJVAMC a Level 3 Complexity VHA Facility. The purpose of the position is to serve as the Program Support Assistant (PSA) for the Chief of Pharmacy Service, supporting Pharmacy Management, and the Administrative Officer and is responsible for assisting with the coordination and monitoring of all Pharmacy Service administrative programs.

Duties

Duties Include:

Program Support/Administrative Support (60%)

• Screens telephone calls and visitors to the Pharmacy Service. Accurately responds to inquiries of a general nature and routes specific inquiries to proper staff members. Advises staff members of messages/inquiries requiring a response.
• Receives all correspondence and suspense Action Items, documents. Determines those which should be brought to the attention of the Service Chief and distributes all others accordingly to the appropriate Program Coordinator. Maintains control of Action Item correspondence and performs follow up action to ensure timely reply/action. Receives and logs all outgoing correspondence, reviewing it for correct format, punctuation, spelling, grammatical accuracy, factual correctness, enclosures, dates, signatures, complete addresses, etc.
• Attends meetings for the purpose of taking minutes. Assists staff with scheduling meetings including finding meeting locations and sending Outlook invites. This may include contacting candidates to arrange interview for employment and contacting/scheduling subject matter experts to present at meetings.
• Serves as primary timekeeper that manages all aspects of payroll, except approvals. Requires knowledge of the time and leave procedures, policies, and the timekeeping computer program to ensure proper payment of all pharmacy employees.
• Creates and maintains annual leave calendar for Pharmacy Service following appropriate leave policy. Prepares monthly schedules for pharmacy staff based on the approved leave calendar and coordinating schedules. Also assists in blocking Clinical Pharmacist Practitioners (CPP) clinics for time off, provider meetings, and other grid changes as needed.
• Creates, updates, compiles, tracks, and sends OPPE's and FPPE's out for timely completion for Pharmacy Service. OPPE's must follow the Joint Commission process.
• Formats and updates Medical Center Policies (MCPs) and Standard Operating Procedures (SOPs) in compliance with Veterans Health Administration (VHA) guidance/directives. Collaborates with quality assurance to ensure all policies developed meet regulatory requirements. Tracks MCPs and SOPs expirations and routes updated information for approval and completion.
• Serves as backup records liaison for Pharmacy Service and is responsible for the accountability, maintenance, and disposal of records according to VA regulations.
• Assists with travel arrangements for Pharmacy Service staff/residents including completing travel paperwork for Education Committee approval. Completes travel estimates, enters travel plan into CONCUR (CGE) and upon completion of travel enters travel report.
• Develops, generates, and maintains numerous lists and logs for the service. Including, but not limited to, key requests, uniforms, phone extensions, and lockers.
• Assists with entering and tracking work orders to ensure Pharmacy Service is running in an efficient and safe manner.
• Plans and/or accomplishes special projects. Uses standard approaches to perform a variety of duties related to special projects involving administrative or service support issues. Extracts and assembles information under the direction of the Chief of Pharmacy through the Administrative Officer.

• Serves as Fund Control Clerk for the service fund control points. Responsible for maintaining accurate records, reconciling fund control points, set up controls to monitor fund control point assuring invoices presented to the Manager and/or Administrative Officer, or authorization of payment are accurate.
• Assists in completing 2237s.

• Sets up new employee orientation at the service level and ensures that all necessary documentation is completed and maintained in Joint Commission employee folders. Serves as an assistant for all aspects of personnel management such as recruitment and requests for personnel actions, which includes recruitment, promotion, reassignment, disciplinary actions, etc. to include incentive program.

• Responsible for completing supply, furniture, and equipment request for Pharmacy Service. This includes entering information into the Electronic Request Website.
• Assists with EIL management. This may include finding equipment to scan and/or completing turn in forms to remove or transfer equipment from EIL.
• Performs other duties as assigned.