This position is a Program Support Assistant (Office Automation) under Patient Care Services (PCS), in direct support of the Associate Chief Nurse for Extended Care Rehabilitation Service as well as providing cross coverage to any service under the office of the Associate Director for Patient Care Services (ADPCS), a member of the Executive Management Team, to provide support to all programs and services as needed.

Duties

This position is a Program Support Assistant (Office Automation) under Patient Care Services (PCS), in direct support of the Associate Chief Nurse for Extended Care Rehabilitation Service as well as providing cross coverage to any service under the office of the Associate Director for Patient Care Services (ADPCS), a member of the Executive Management Team, to provide support to all programs and services as needed. While primarily in direct support of the Associate Chief Nurse for ECRS, Patient Care Services has a large variety of disciplines and services; including but not limited to JC Inpatient Service, Primary Care Nursing Service, Perioperative and Procedure Support Service, Telehealth and Home Care Service, Community Care Service, Extended Care and Rehabilitation Nursing Service, Chaplain Service, Social Work Service, Sterile Processing Service, Clinical Nutrition Service, Leadership and Organizational Development Service, Nutrition and Food Service. Duties include: Reviews manning documents, creates, and submits recruitment packages for new and vice positions, enters employee actions into the Manager Self Service website, follows up on actions, prepares communications, and reviews policies. Manages time and leave in VATAS for the service chief's unit and provide support to timekeeping staff for all units assigned under that service. Serves as the subject matter expert in the AcuStaf scheduling software providing counsel and training to the service chief and managers; runs various staffing reports for overtime, scheduled hours, prohibited hours, and performance management. Assigned as the primary administrator for the service in Temp Trak refrigeration monitoring system, also provides support to all other services in a primary or supportive role. This activity includes responding to alarms, investigating causes and resolutions, and clearing alarms. Responsible for adding new staff as users in the systems, updating notification settings, and ensuring staff are trained in their responsibilities. Maintains the service chief calendar, ensuring that all necessary meetings and appointments are scheduled appropriately. Schedules and sets up virtual meetings on Microsoft Teams, WebEx, or any current software. Develops virtual work sites for managers and service chief to share documentation, meet, and maintain open communications. Creates responses to suspense actions, congressional reports, and any other miscellaneous reports. Develops comprehensive templates for correspondence with facility, VISN, and other federal agencies that include all necessary information in a clear and concise manner. Conducts annual inventory of the equipment assigned to the service. Requests changes to locations, turn in of equipment, requests for new equipment, and reports of survey for missing items. Provides administrative support for various residency and educational programs. Responsible for a wide range of data and information analysis as it pertains to various PCS programs. Extracts data from internal and external collection points such as data warehouses, VSSC, VISTA, or locally developed tracking mechanisms to develop comprehensive processes designed to track and trend data related to administration and patient care operations. Analyzes spreadsheets and data to determine trends and develops presentations/reports to present to the service chiefs, supervisors, managers, PCS leadership, etc. Assists the service chief in dealing with employees and employee actions. Schedules meetings, gathers materials for evidence files, and prepares packages for submission to Employee Relations. Prepares responses to AFGE requests for information, grievances, and any other materials necessary to facilitate smooth relations between the union and management. Facilitates employee change in working conditions memorandums; obtains signatures and ensure completion of packages for submission. Develops an annual list of Title 5 and Hybrid Title 38 employees who require a performance appraisal. Conducts a quality review of all appraisals to ensure it is complete and accurately completed. Serves as the central point for collection of Title 38 proficiencies for the service as well as providing back up support for all services under the PCS. Work Schedule: Full Time, Mon-Fri 0730-1600. Telework: Ad hoc Telework only as needed. Virtual: This is not a virtual position. Position Description Title/PD#: Program Support Assistant (OA)/ 10086-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Physical Requirements: The work is primarily sedentary; however, there is a certain amount of mobility (walking/standing) associated with this position to physically visit the site locations of users.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/27/2023. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 where you have created recruitment packages and manning documents for approval and submits through HR processes; Managed time and leave program for service chief and others as necessary. Utilizes standard scheduling program and provides education/assistance to management staff; Maintained the service chief's calendar, coordinates meetings through various platforms; Created responses to suspense items, congressional inquiries, and other miscellaneous reports; Supported service chief by conducting annual inventory, to include physical search, creating reports for missing items, and requesting turn in for items no longer in service; Provide support to various residency and education programs, scheduling time, maintaining files, and preparing and submitting necessary paperwork for accreditation; Extract data from internal/external data sources to develop comprehensive processes design to track and trend data for various projects; Developed electronic performance monitoring tools that show what metric is being tracked, how it is tracked, and how the service is measuring the metric; Maintained confidentiality of patient and employee records; Prepared responses to union for information, grievances, and other materials as necessary; Monitored employee performance evaluations, ensures timely submission, reviews to ensure accuracy of general information provided, and submits through approved processes; Submitted personnel actions through Manager Self Service Portal to include document uploading and monitoring status of the requests; Provided customer service to internal and external customers. You will be rated on the following Competencies for this position: CommunicationComputer SkillsInterpersonal SkillsManages and Organizes Information 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: The work is primarily sedentary; however, there is a certain amount of mobility (walking/standing) associated with this position to physically visit, for observation, problem solving or investigative purposes, the site locations of users. 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.

Contacts

• Address VA St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Laura Devaney
• Phone: 314-939-8744
• Email: [email protected]