The position is located in the Office of the Chief, Anesthesia Service, which is under the Chief of Staff at the VA Medical Center, Northport, NY. This is an administrative support position within a physician-directed clinical service. Works closely with physicians, technicians, Operating Room nursing staff and other support personnel to ensure the day-to-day operations of the service run smoothly and efficiently

Duties

Duties include but are not limited to: Assists with all physician appointments, resident and student appointments. Assists all employees within the service with VETPRO and LMS access and entries. Provides primary administrative support and clerical assistance to the Operating Room Manager and staff. He/she coordinates and oversees the workflow of the sections. Monitors the pain clinic appointments for VA initiative for compliance utilizing the Access Report. Coordinates with Pain Specialist, Recovery Room and Medical Support Assistant for appointment compliancy. The PSA advises the Chief, Anesthesia on the practical and technical aspects of office administration. Monitors and tracks GI cases requiring Anesthesia for reporting to O.R. Committee. Monitors pain clinic appointments for VA compliance initiative on acceptable wait times. Researches and completes information missing from Encounter Reports. Utilizes skill with numerous computer programs to create and modify documents. Functions as the Office Manager. Provides guidance and instruction to the Medical Support Assistant delegating and monitoring assigned duties including scheduling of Pain Clinic consults. Assists the service chief in developing Functional Statements. Assists the service chief in preparing and processing and documenting Proficiency Reports in a timely manner for all staff. Compiles and updates data for analysis and prepares local and VISN-wide reports. Complies/assembles a variety of technical documentation to assist the service chief in preparation of meetings/conferences. Prepares briefing materials for various presentations. Prepares reports, case presentations, and research papers for the Service Chief and Coordinator of the Anesthesia Residency Program. Creates and posts monthly schedules within a "shared folder". Responsible for maintaining IFCAP (Integrated Funds Distribution, Control Point Activity, Accounting Procurements). As the Control Point Official, gathers information necessary to create requests, reconcile control point balance with the CLAM 820 Report, and generate reports that will assist in managing the control point funds allocate for the services provided. Maintains the Cost Distribution Report (CDR). Maintains statistics for AMIS report. Coordinates the data for the Chief, Anesthesiology Service. Serves as administrative liaison for the Resident Program Coordinator. Prepares all pertinent information and materials for incoming staff physicians, residents, CRNA's and medical students rotating through the Anesthesia Service and submits same to ACOS/Education. Responsible for coordinating and explaining the Credentialing and Privileging information for the physicians and CRNA's initial appointments. Maintains OPPE folders for re-credentialing. He/she maintains the files and ensures the re credentialing and re-privileging process is accomplished in a timely manner. Advises staff concerning fiscal, personnel, supply, and correspondence procedures, using appropriate references. Initiates requests for recruitment, resignation and other changes, contacting Personnel Service for follow-up. Makes travel arrangements. Prepares travel forms and reports, and when necessary. Prepares reports, requisitions for supplies, etc. Relays instructions from Service Chief to staff orally or in writing. Maintains appointment calendar for the Service Chief and staff members. Informs individuals in advance of meetings and conferences. Follows-up on determinations or commitments and keeps all concerned advised of developments. Receives and files regulatory publications, correspondence, and reports. Screens material prior to filing for service chiefs review, as appropriate. Maintains timecards for the employees and residents of the Anesthesia Service and maintains employee service record cards. In the absence of the OR medical support assistant, the incumbent clerical support to the OR. OR duties include: - types OR schedules; - receives phone calls and visitors; maintains timecards; - informs Imaging Service of x-rays to be taken for the following day; - calls for blood gas, frozen section, culture and specimen pick-up; - receives lab results and x-rays and inform appropriate staff members; - performs other daily routines and STAT orders. Work Schedule: Monday - Friday 8:00 am to 4:30 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD030750 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/31/2023. 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-6 position you must have served 52 weeks at the GS-5. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of specialized duties with continuing responsibility for projects within all areas of Anesthesia Service. Knowledge of the Anesthesiology and Operating Room procedures, regulations and programs. Skill in applying data gathering methods to collect factual data and statistics; ability to identify problems from collected data and correct information for final reports. Knowledge of all phases of the administrative and technical aspects of the service, including personnel processing and fiscal management. Thorough knowledge of the duties, priorities, commitments and policies of the service sufficient to perform non-routine assignments. Knowledge of VHA and medical center rules, regulations and policies, i.e. time & leave regulations, credentialing, etc. Knowledge of several software packages, especially those specific to Anesthesia Service/OR. Knowledge of procedures required to requisition office supplies, maintenance and printing services. Knowledge of the procedures applicable to the control, authorization, securing and justification of such services. Ability to schedule work assignments in order to meet deadlines. Knowledge and familiarity with VHA and other pertinent federal policies and procedures relating to the functions of the various program areas for which the supervisor is responsible. Skill in oral and written communication methods and techniques; as well as skill in establishing and maintaining effective and cooperative work relationships. Knowledge of grammar, spelling, punctuation and required formats. . You will be rated on the following Competencies for this position: Administration and ManagementConscientiousnessCustomer Service (Clerical/Technical)Decision MakingInformation Management 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 Requirements: See VA Directive 5019. 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/.

Education

There is no educational substitution at this grade level.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Northport VA Medical Center 79 Middleville Road Building 200 Northport, NY 11768 US
• Name: James Raczynski
• Phone: 929-317-0069
• Email: [email protected]