Project Analyst (Support Staff)

Job Description:

1. Documentation Management:

• Compile and prepare review summaries, reports, and correspondence.

2. Scheduling and Coordination:

• Support operations across all sites participating in the pilot.
• Coordinate meetings, training sessions, and conferences.
• Prepare and distribute meeting agendas and minutes.
• Plan and schedule overarching mobile dental clinic operations, ensuring a coordinated effort between the contracted dental staff, planned locations of the mobile dental clinic during its daily operations, the Office of Dentistry, and local facility support staff.
• Maintain staff training schedules and records of attendance.

3. Communication:

• Provide bi-weekly feedback and insights to the implementation team/Center for Care and Payment Innovation (CCPI) to facilitate real-time program implementation.
• Report evaluation progress at monthly CCPI meetings.
• Facilitate communication between the contracted dental staff, Office of Dentistry team, and other stakeholders.
• Ensure that all communications are clear, timely, and effectively documented using Microsoft Word, PowerPoint, and/or Excel.
• Be prepared to verbally present on the required reports.

4. Process Improvement

• Assist in identifying inefficiencies and bottlenecks in the review process.
• Document and communicate changes to processes and ensure all internal and external stakeholders are aware of updates.
• Assist in developing and implementing quality control measures to ensure consistent and high-quality reviews.
• Prepare reports on the outcomes of quality assurance activities.

5. Training and Development Support

• Attend all required training sessions provided by the VA to ensure up-to-date knowledge and awareness of VA processes, policies, and guidelines.
• Participate in periodic re courses and policy updates as mandated by the VA.
• Complete any VA-mandated certification programs within specified deadlines.

A technical kickoff meeting shall be held within 10 calendar days after contract award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), the VA PM, the Contract Specialist (CS), and the Contracting Officer's Representative (COR).

During the kickoff-meeting, the Contractor shall present the details of the intended approach, work plan, and project schedule.

Skills required:

• Ability to manage and refine administrative processes to enhance pilot program effectiveness and productivity.
• Ability to prioritize multiple tasks based on deadlines, importance, and scope of assignments.
• Self-directed, detail-oriented, excellent at meeting deadlines with well-developed time management, organization, and project management skills.
• Strong interpersonal skills with the ability to work with all levels of staff from varying backgrounds.
• Mastery of oral and written communication skills with proficiency to convey information clearly and effectively.
• Expert knowledge and skill in Microsoft 365 Office programs including Word, Excel, Teams, and Outlook.

Qualifications:

• Bachelor of Arts and/or Bachelor of Science

Experience Required:

• At least 3 years of overall professional experience, preferably in a medical and/or federal contracting position.
• Experience guiding contract performance, preferably ensuring compliance with VA policies, managing schedules and deliverables, coordinating across multiple stakeholders, and supporting mandated reporting requirements including congressional reporting.
• Experience as a single accountable point of contact for contracts, enabling effective oversight, risk management, and quality assurance.
• Experience in a medical or dental environment, preferably overseeing project management activities, building policies, optimizing processes, and using medical software (e.g., electronic health records), and managing day-to-day operations of enterprise projects.
• Experience supervising operational effectiveness, preferably coordinating communication with medical and non-medical personnel, and ensuring compliance with federal policies such as Medicare, HIPAA, Occupational Safety and Health Administration, labor laws, and more.