ESP Program Assistant
Portland VA Research Foundation - Portland, OR

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Program AssistantFTE: 1.0 FTE; Salary range $19.00 - $25.00; Monday - Friday (some nights/weekends)IntroductionThe VA Evidence-based Synthesis Program (ESP) was established to provide timely and accurate syntheses of healthcare t

opics of particular importance to VA managers and policymakers, as they work to improve the health and healthcare of Veterans. The ESP disseminates these reports throughout VA. The ESP Centers generate evidence syntheses on important clinical practice topics, and these reports help:
develop clinical policies informed by evidence,
guide the implementation of effective services to improve patient outcomes and to support VA clinical practice guidelines and performance measures, and
set the direction for future research to address gaps in clinical knowledge.
The ESP Coordinating Center was created to expand the capacity of VA Central Office and the four ESP sites by developing and maintaining program processes. In addition, the Center established a Steering Committee comprised of field-based investigators, VA Patient Care Services, Office of Quality and Performance, and VISN Clinical Management Officers. The Steering Committee provides program oversight and guides strategic planning, coordinates dissemination activities, and develops collaborations with VA leadership to identify new ESP topics of importance to Veterans and the VA healthcare system.
The incumbent will be responsible for a variety of functions in support of the ESP Coordinating Center:
1.Coordinate editorial processes for peer review of ESP reports 40 percent
Manage day-to-day technical workflow, including inviting peer reviewers, logging in new reports, collecting completed reviews, and posting reviewer comments on SharePoint.
Track incoming, ongoing, and completed reports and monitor schedule variances using Excel. Coordinate any needed changes in schedule or processes with affected individuals and groups. Identify problems, research solutions, and discuss issues at weekly meetings. Compile periodic updates on peer review status and insure a complete audit trail for each report.
Provide excellent customer service to authors, reviewers, and administrators involved in the peer review process. Respond promptly to email and telephone inquiries. Assist authors in submitting reports, and reviewers in submission of their review comments.
Edit all reports for format and structure per established style guide; submit to CIDER for PDF conversion.
After PDF conversion, compare original manuscript to PDF manuscript, ensuring tables and figures are not compromised, provide marked-up proof to CIDER.
Develop templates in Word for ESP Centers to use in the development of evidence reports, status reports, peer review comments forms, etc.
2.Project coordination to support a multi-site research program40 percent
Provide administrative support to ESP Steering Committee meetings, Center PI meetings, internal staff meetings, and meetings with other program partners/stakeholders.
Track project deliverables and timelines, generate status reports, and document project procedures.
Create, edit and maintain program SharePoint site.
Organize and maintain filing systems for project documents and research materials per protocol; approximately 28-32 protocols annually.
3.Support research team with the production of rapid review evidence briefs 20 percent
Maintain Endnote libraries/bibliographic databases, including:
oImport article citations from literature search from various online scientific databases, e.g. Ovid MEDLINE.
oGenerate list of article citations and abstracts for investigators' review to determine inclusion/exclusion of abstracts (using coding procedures established by PI and investigator team) for further full article review.
oRetrieve full articles as requested by investigators from online library databases or internet, and save to project's PDF article library. Submit interlibrary loan (ILL) requests through LoansomeDoc or VA ILL process for those articles unavailable through library databases or internet.
oAccurately track abstract and full-text codes, retrieval status and availability of each article in Endnote.
oKeep organized records of all articles electronically for investigators to access, and provide hard copies upon request.
oReview citations for accuracy and duplicated entries.
oFormat references from EndNote into final manuscript.
oPerform quality checks.
Independently edit for format, structure, and content continuity evidence reports and manuscripts for submission to government agencies and scientific journals. Follow style guides for formatting and editing reports and manuscripts for publication.
Knowledge, Experience and Abilities Required by the Position
This position requires a Bachelor's degree in applicable field (English, technical writing, journalism, publishing, business administration, health sciences or a related field), or associates degree and two years experience working in an office environment. The position requires:
oExpert knowledge of Microsoft Word, Excel, and Adobe Acrobat software tools. Experience using Share Point software for group collaboration. Ability to learn and use web-based journal management software with proficiency.
oExceptional writing, editing and proofreading skills. Ability to follow multiple style guides, such as JAMA, Annals of Internal Medicine, APA, etc., for formatting and editing reports and manuscripts for publication.
oAbility to learn and use reference management software (e.g., EndNote, RevMan) with proficiency.
oDemonstrated ability to attend to detail and perform tasks with a high degree of accuracy.
oExceptional organizational skills and ability to prioritize tasks. Ability to coordinate multiple concurrent projects and a high volume of program inquiries. Ability to work independently and as a team member as needed.
oDemonstrated ability to effectively communicate both orally and in writing, whether in person or remotely, with health professionals, researchers and program partners.
oDemonstrated ability to track project deliverables and timelines, generate status reports, and document project procedures.
oExperience organizing and maintaining filing systems for project documents.
oDemonstrated skills in providing administrative support to a formal board or committee.
How to Apply
Please send your resume and cover letter (in ONE document) via our website at to apply.