Management and Program Assistant

Quick Facts

• Role: Management and Program Assistant (Pain and PM&R Service)

Description

Support the Pain and Physical Medicine & Rehabilitation (PM&R) program by designing and maintaining data collection protocols, dashboards, and tracking systems and analyzing performance metrics for leadership decision-making. Act as the primary technical liaison with IT for administrative systems improvements, coordinate credentialing, provide CPRS and VistA training, and manage documentation for program audits and accreditation surveys. Assist with compliance monitoring, policy/procedure maintenance, FTE and resource tracking, and inventory oversight to support business planning.

Responsibilities

• Design and maintain data collection protocols, dashboards, and tracking systems across VistA, CPRS, DSS, Power BI, and VSSC

• Analyze workload, productivity, consult completion, wait time, and access metrics; identify trends/variances and provide written recommendations

• Prepare program dashboards, Balanced Scorecards, and physician proficiency reports

• Compile and interpret data to support product line business plans, staffing decisions, and budget planning discussions

• Coordinate with IT Service to scope, request, and implement tools and system enhancements

• Manage credentialing coordination for new and renewing staff

• Provide technical training on CPRS and VistA to new staff, residents, interns, students, and clerical personnel

• Track and analyze FTE utilization, space assignments, and equipment inventory; recommend equipment replacement and resource allocation

• Monitor equipment and supply inventory levels; coordinate replenishment and resolve discrepancies

• Maintain organizational and workflow charts, functional statements, and staffing records; verify accuracy and resolve discrepancies with HR and Fiscal

• Organize documentation for program audits and accreditation surveys across service disciplines

• Monitor compliance with VANHA policy/directives and flag conflicts or gaps

• Maintain policy and procedure library with current versions and accessible documentation

• Provide backup coverage and mentorship to less experienced administrative staff

Benefits

A career with the U.S. government provides a comprehensive benefits package; eligibility depends on the type of position held (full-time, part-time, intermittent).