Program Support Assistant

US Department of Veterans Affairs (Bronx NY, USA) Follow 15 hours ago

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Job Title

Program Support Assistant

Job Description

Major duties include but are not limited to the following:

Functions as the primary timekeeper for the Pharmacy Service, maintaining accurate records of pay, allowances, leave, and attendance in strict compliance with current regulations.
Oversees recruitment and staffing by screening applications, conducting candidate interviews, verifying professional licensure with state boards, and coordinating hiring actions with Human Resources.
Tracks mandatory facility-wide training, continuing education, and staff competencies, ensuring timely completion and documentation within the TMS system.
Coordinates the onboarding process for new employees, issuing administrative policies, procedures, and basic training for internal software applications like VISTA and VATAS.
Administers personnel management matters, including developing organizational charts, monitoring sick leave usage, and recommending personnel actions such as promotions, awards, and disciplinary measures.
Interprets and ensures service-level compliance with EEO, affirmative action, and labor relations goals, assisting supervisors with counseling letters and adverse actions.
Manages confidential records and paperwork related to workers' compensation, light-duty assignments, and investigations into discrepancies, theft, or employee misconduct.
Provides high-level administrative support to the Chief of Pharmacy and supervisors, managing calendars, scheduling meetings, opening and distributing mail, and handling incoming/outgoing correspondence.
Prepares confidential memoranda, reports, and congressional responses within strict deadlines, while independently editorializing communications for clarity.
Tracks, monitors, and maintains all service policies and procedures, alerting professional staff when updates are required.
Coordinates quality improvement initiatives, tracks medication errors, collects data for risk management, and prepares routine reports to meet JCAHO and regulatory requirements.
Serves as the primary administrative liaison for medical records, engineering work orders, and consumer affairs activities, while managing office supply inventories.
Controls physical security within the service by ordering, receiving, maintaining, and delegating door keys and combinations to ensure the safety of stored pharmaceuticals and supplies.
Conducts organizational and space-utilization studies, analyzing data to identify operational bottlenecks and recommending corrective actions to top management.
Represents leadership in non-clinical matters during their absence, serving on various committees and coordinating activities across hospital services to support the patient care mission.
Assists in developing the annual budget plan, conducting thorough budget reviews, and forecasting financial needs based on service priorities.
Establishes, organizes, and maintains a rigorous system of internal controls for managing funds across allocated cost centers.
Verifies daily fund availability across all account categories to prevent over-obligations in sub-accounts or general ledgers.
Reconciles financial reports with actual expenditures, investigating discrepancies and acting as the primary liaison with Fiscal Services and Administrative & Material Management (A&MM).
Manages pharmacy procurement and contracting operations by preparing purchase requests, evaluating project proposals, and maintaining meticulous records.
Determines appropriate costs, performs cost analyses, writes sole-source justifications, and communicates effectively with external contractors.
May serve as a Contracting Officer's Representative (COR) to oversee contract performance and compliance.
Oversees property management by preparing documents for property accession and de-accession, maintaining inventory of non-expendable equipment, and conducting periodic utilization surveys to ensure economical and efficient resource use.