The incumbent serves as Program Support Assistant for the Ambulatory Care Service leadership and provides support in carrying out the goals and objectives of the service.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Creates and maintains an employee database in Microsoft Access to compile necessary employee data elements such as duty station, supervisor, training requirements, performance appraisal due dates, performance rating, and anniversary dates. Participates in the recruitment process for new employees by coordinating interview times with interview panels, contacting applicants, scheduling interviews, and preparing interview packets. Collects and files completed interviewer responses, and creates a summary document of interviewer final scores for review by leadership Tracks performance appraisals, including physician pay for performance, service pool awards, and RN and MD proficiencies. Collects and files completed with interviewer responses. Creates a summary document of interviewer final scores for review by leadership. Coordinates the annual evaluation process for the service including ensuring compliance with mid-year and annual performance review deadlines. Assists with completion of annual agreements for fee basis providers in the department, obtaining necessary signatures and submitting paperwork to HR. Manages open positions report along with the Administrative Office to track the backfill process for positions vacancies. Maintains updated organizational chart for Ambulatory Care service, noting all vacancies, new positions, and realignments. Circulates and ensures Ambulatory Care and Health System Leadership signatures on official organizational chart. Maintains information including status of resource requests, job postings, and interview dates. Schedules appointments, coordinates meetings and/or schedules conferences for the Ambulatory Care leadership team. Maintains conference room calendar. Performs logistics duties for meetings, such as arranging conference rooms, preparing agendas, and ordering meals. Serves as the primary timekeeper for Ambulatory Care staff and all fee basis providers. Acts as liaison between Payroll/Fiscal and Ambulatory Care. Investigates payroll problems, consisting of a wide range of difficult contacts involving complex situations, non-payment, incorrect use of leave, and incorrect payment. Monitors timekeeping exceptions for the services and works with supervisors to keep the number of exceptions to a minimum. Oversees and coordinates premium pay request and extended leave requests. Receives and directs callers and visitors to Ambulatory Care Service. Demonstrates knowledge of Ambulatory Care Service and departmental policies when responding to requests for information. Directs patients, visitor and callers to appropriate staff members based on specific requests or by ascertaining the nature of the call. Provides information of both routine and complex nature. Interacts with multiple levels of employees, ranging from facility front-line staff, section chiefs, and leadership. Uses telephone and personal interaction skills to ensure tact and diplomacy. Establishes a good relationship with the public and provide an effective liaison service. Responds to problems and hears patients' requests, needs, complaints. Determines requests of an emergency nature. Assists in resolving patient complaints whether in person or through priority inquiries. Assembles pertinent records, identifies key issues, prepares appropriate resolutions/recommendations. Work Schedule: Full-time, Monday - Friday, 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

SPECIALIZED EXPERIENCE: Have one (1) year of specialized experience equivalent to the next lower grade level (GS-5) in Federal Service, that has provided the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of a Program Support Assistant. Examples of specialized experience would typically include, but are not limited to: maintaining calendars and schedules; scheduling appointments, interviews, meetings and conferences; preparing letters, memorandums, medical correspondence, performance appraisals, and creating detailed spreadsheets. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. ~AND~ TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and ManagementCommunicationsComputer SkillsCustomer Service (Clerical/Technical)Meet deadlinesProblem Solving IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. 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 New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]