This position is organizationally located in the Medicine Service Line (MSL) under the direct supervision of the Administrative Officer. They work closely with the Education Office at VA Pittsburgh Health Care System (VAPHCS) as well as designated personnel, representing the academic affiliate, to ensure a seamless clinical and educational experience for all Medicine Specialty residents, fellows, interns, and medical students.

Duties

Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of residency and student rotations within the MSL. Several of these areas which require such collection and tracking include; Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Employee Computer Access Request (ECAR) system requests. Service liaison between the Office of Education, VA Pittsburgh Healthcare System, Residency and Fellowship Directors, University of Pittsburgh affiliates. Collaborates with multiple entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, interns and residents themselves. Primary liaison for incoming Medicine Service Line inpatient residents and medical students, and is the primary contact person for these positions. Track all resident/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with ten university affiliate departmental residency coordinators. Assures that appropriate personnel paperwork is distributed and collected on each resident and fellow through division coordinators on an annual basis. Distributes and tracks the receipt of DBA (Disbursement Agreement) appointment letters for the residents and fellows. Identifies process issues in relationship to fellows, interns and residents doing a rotation in the MSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows, interns, residents or with the Education department of VAPHS as well as the university affiliates. Incumbent oversees established mechanisms regarding training and orientation of medical residents. Collaborates with the section chiefs and MSL administration to complete all local and national VA, University of Pittsburgh and American College of Graduate Medical Education (ACGME) for residency/student program requirements. Works with Human Resources (HR) and incoming residents/students to assure completion of all documentation prior to arrival. Coordinator for intern orientation and is responsible for updating orientation materials (on-line and hard copy) as needed and provides these materials to administrators throughout academic year. Coordination of orientation will include researching requirements, corresponding with staff both within and outside the service line, and medical center. Coordinates with the University of Pittsburgh School of Medicine to onboard the incoming 3rd year Medical Students, including but not limited to collecting their WOC paperwork, arranging PIV fingerprints, PIV phone appoints and Network Access. Prepares, executes, and/or tracks program specific information, such as official records, action items, performance measures, personnel actions, status of mandatory training, and training for interns, residents and fellows. Tracks residents' procedural work to ensure competency as required for performance of invasive bedside procedures. Compiles reports as required by VAPHS Education Staff and university affiliate to document work hours and training compliance. Incumbent maintains the electronic AMION calendar(s) of the MSL. Acts as PIV sponsor for MSL employees, Medicine residents, fellows, interns, medical students, contracted/fee basis staff, and participating in annual audit. Coordinates meetings to include arranging conference room, sending calendar invite and attending meeting to record/transcribe minutes. Knowledge of office automation (word, excel, access, outlook, SharePoint, etc.) Schedule and assists providers who require training on the use of the Dragon dictation software. Functions as department Automated Data Processing Application Coordinator (ADPAC). In this role, the incumbent serves as information gatekeeper for computer access for the MSL. Sets up and schedules trainings for Computerized Patient Records System (CPRS). Acts as a liaison for patient record related questions from rotating trainees. Monitors medical record deficiencies for trainees and recommends actions for correction and completion. This involves contact with the trainees to facilitate correction; manages and subsequently updates necessary content for MS intranet site as it relates to MSL trainees. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant/PD01607A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO): 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, 08/21/2023. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1) Collection, compilation, and/or tracking of data and statistical information. 2) Gather data / information and prepares written reports. 3) Coordinating user access for computers and other technology. 4) Communicating with various levels of customers on multiple platforms You will be rated on the following Competencies for this position: ClericalCommunicationsComputer 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 with long periods of sitting at a desk, working with computers daily. Some work may require walking in offices and similar areas for meetings. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. The work does not require any special physical effort. 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 Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Ashley Bethke
• Phone: 412-822-1956
• Email: [email protected]