Supervisory Program Support Assistant

U.S. Department of Veterans Affairs; Hines (IL); On-site; USD 65,000 - 80,000; Full time

Job summary

U.S. Department of Veterans Affairs at Edward Hines Jr. VA Hospital seeks a 1st Level Supervisor over non-clinical Community Care staff. The position supports patient care teams and VA Business personnel, ensuring smooth operation of community care processes.

The ideal candidate has GS-8 experience, time-in-grade considerations, and can lead staffing, develop performance standards, and resolve staff issues. Work schedule Monday-Friday 7:30AM-4:00PM; location Hines, IL.

Qualifications

• One year of specialized experience equivalent to GS-7 (for GS-8).
• Experience in staffing plans, performance standards, and evaluations.
• Ability to analyze data and provide reports to senior management.
• Experience resolving complex staff issues and coordinating schedules.

Responsibilities

• Fact-finding and data analysis of financial and cost information.
• Provide assistance to organizational supervision of the program.
• Ensure pre-authorized medical care authorizations processed and eligibility determinations.
• Manage the Community Care Program.
• Coordinate training, scheduling, and workload balancing.
• Serve as subject matter expert for the Community Care program.
• Coordinate business processes and software functions.
• Support integration of technology systems and workflows.
• Oversee use of VISTA, CPRS, PPMS, and HSRM.
• Monitor progress and ensure timely workload accomplishment.

Skills

Staff supervision

Data analysis

Scheduling coordination

Communication

Tools

VISTA

CPRS

PPMS

HSRM

Job description

Summary

This position is aligned under the Chief of Staff - Community Care at the Edward Hines Jr. VA Hospital - Hines - IL - a complexity level 1a VHA facility. The primary purpose of the position is to serve as a 1st Level Supervisor over (non-clinical) functions for the Community Care (CC) staff and program. It is a foundational role within the continuum of patient care - working collaboratively with the patient care teams - healthcare providers - Community relations - and VA Business personnel.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/16/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-8 position you must have served 52 weeks at the GS-7. The grade may have been in any occupation - but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement. In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. You may qualify based on your experience as described below: GS-8 Grade Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Experience in staffing plans - writing position descriptions - performance standards - and evaluations; skill in resolving complaints from the section employees; skill in coordinating tours of duty - schedules of work - leave utilization and holiday duty schedules to; skill in planning - organizing - directing and supervising personnel functions for the work to be accomplished; skill in analyzing data to provide reports to senior management in support of tracking measures; ability to resolve complex problems to ensure patient services are met; evaluating new products - equipment - and systems to make recommendations for improved operations; identifying educational or training needs; making decisions on hiring selections; evaluating performance and taking disciplinary action when necessary. You will be rated on the following Competencies for this position: Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Demands: While work is mostly sedentary - there are also exhaustive demands for standing - walking - bending and long periods of sitting. The incumbent is required to answer numerous telephone calls and must have adequate eyesight and hand dexterity to allow for reading and operating a computer terminal. Working Environment: The work is performed in an office setting with adequate lighting and other facilities with no unusual health hazards. Due to the contact with patients and public - incumbent is exposed to occasional verbal abuse. The incumbent observes normal safety precautions. Preferred Experience: Program Support Assistant (PSA) or Advanced Medical Support Assistant (AMSA) and supervisor experience. 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/.

Duties

• Fact-finding and analysis of data (financial - cost - etc.) and preparation of higher-level managerial problems assigned to the Incumbent for review
• Provide assistance to the organizational supervision of the program
• Ensure the authorizations for pre-authorized medical care are processed appropriately - while making eligibility determinations for various programs in Community Care Coordination
• Manages the Community Care Program
• Ensure all required information for eligible Veterans is provided timely to the Third Party Administrator (TPA)
• Serves as the subject matter expert for the Community Care program and work to identify needed resources - obtain needed resources and manage resources to ensure the success of the program
• Coordinates the business process and software functions
• Ensure the business process is in place to support the implementation of technology systems
• Understanding of the integration of business/workflow processes - software applications - user interaction - and the data to support those functions
• Ensure the success of the integration - and knowledge of VISTA - CPRS - Provider Profile Management System (PPMS) - and Health-Share Referral Manager (HSRM)
• Seen as the primary resource for projects related to CC
• expected to work on other related projects whenever appropriate
• Provide - distribute - and balance workload among employees in accordance with established workflow and experience
• Monitors the status and progress of work and makes adjustments in accordance with established procedures
• Ensure timely accomplishments of assigned workload
• Schedules - coordinates - prepares - and performs all training programs related to Authorizations - Consults - Scheduling - and Follow-Up for the CCC program
• Monitors the need of the program to determine the abilities of emergent focus for staff
• Responsible or coordination - planning - implementation - and training for staff and services
• Ensures the facility understands the program regulations and procedures
• Uses technical manuals and instructions - medical center policies - public laws - legal guides - and federal regulations
• Provide assistance - training - and troubleshooting for clinical and administrative staff in business processes and associated supported software
• Perform training which consists of development and presentation of both formal lectures and on-the-job sessions to employees entering - changing - and extracting Authorizations and/or Community Care consults
• Coordinates recommendations for modifying - revising - or implementing procedures to improve the efficiency of operations
• Monitors all employees to ensure compliance with processes - computer systems and understands the goals program
• Serve as the Time and Leave (T&L) Coordinator
• Resolve issues or concerns that arise through congressional related issues - patient concerns - etc
• Participate in the establishment of administrative qualitative standards - intended to improve the programs - facilities - and operations
• Understanding of management practices that result in effective and practical qualitative standards
• Serve as committee representative of the program
• Performs other related duties as assigned
• Work Schedule: Monday-Friday 7:30AM-4:00PM Virtual: This is not a virtual position
• Position Description/PD#: Supervisory Program Support Assistant/PD252430 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized