The position is in the Department of Veterans Affairs (VA), Veterans Health Administrations (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center (HVAMC); Hampton, Virginia, within the Education, Research and Development Service. The primary purpose is to provide administrative and technical support for planning, implementation, and quality management duties for the residency/affiliate/training and research programs.

Duties

Provides administrative coordination for the management of training programs and collects data for the service line. Ensures that policies for education and training are carried out through the collection, coordination, compilation and/or tracking of data and statistical information in support of the Chief of Education, Research, and Development. Serves as the primary communication source with various private and public institutions (i.e. Affiliates) throughout the United States to receive and facilitate program requests. Collects, reviews, and screens all trainee applications and supporting documentation for training, clinical and residency programs based on the program guidelines. Assists Affiliate Programs with training requests, scheduling and providing informational processes as needed. Keeps records on Talent Management System (TMS) training verifications and prints program certificates for each instructor and student file. Creates reporting formats and/or adheres to required program formats such as annual total count of allied health service trainees, without compensation (WOC) & paid trainees and research-related personnel including but not limited to R&D Committee members, IRB members, and study investigators. Documents Tuition Reimbursement Program expenses. The incumbent requests fund control point (FCP) adjustments based on the quarterly usage trends for training programs. Utilizes LEAF, VISTA, IPPS managerial programs to retrieve, compile, and organize training and financial data. Maintains fund control point balances through established reconciliation processes. Coordinates the New Employee Orientation program (NEO); including scheduling space, announcing the training to all employees, sending reminders to program presenters, tracking attendance, coordinating virtual presentations as required, recording attendance in TMS. Collects, compiles, and tracks trending statistical information and prepares administrative, workload, clinical, and technical data/reports for submission. Maintains electronic program specific data to track suspense dates on project milestones, progress and committee reports, funding accomplishments, compliance strategies. etc. Assists in the planning, review, reporting, and presentation of data/statistical results. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Serves as primary timekeeper, ensuring accurate recording of overtime, leave, authorized absence, and other related matters. Prepares, routes and tracks WOC appointments application packages for reviews and approvals. Collaborates with the Education Administrative Officer for Education Trainee/s' WOC appointments. Processes tuition reimbursement, travel, training requests, and related documentation for submission and review. Maintains tuition reimbursement completion certificates and personnel records ensuring that they comply with Medical Center policy. Establishes and maintains electronic and/or hard copy filing and record systems for the organization including reports, meeting minutes, correspondence, regulations, policy statements, station memos, etc. Obtains and monitors the use of office supplies for the office, monitors and orders services, supplies, or maintenance of office equipment such as copiers, fax machines, etc. Maintains calendar and schedules appointments and conferences for the Service Chief and Service staff. Arranges meeting space and notifies participants of date, time and agenda. Reschedules meetings when requested. Records minutes of meetings, as required; transcribes in final format; and distributes as necessary. Performs other duties as assigned. Work Schedule: Monday - Friday 8:00am - 4:30pm Telework: As determined by agency Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD028690 Relocation/Recruitment Incentives: 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, 08/22/2023. MOST CURRENT SF-50 MUST BE SUBMITTED WITH YOUR APPLICATION PACKAGE. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. 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 as described below: Specialized Experience: You will be rated on the following Competencies for this position: 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: serves as the primary timekeeper and provide timekeeping education and training, collects, and track statistical data, collects, reviews, and screens all trainee applications, clinical and residency programs, assists Affiliate Programs with training requests, racks accreditation status of academic institutions, collects, researches and analyzes data for the preparation of reports, budget, funds, travel, obligations, training, preparing financial obligation requests, requests fund control point (FCP) adjustments, coordinates the New Employee Orientation program (NEO), manages main telephone line, screens and refers phone calls, prepares, receives, distributes and logs correspondence both internal and external, Processes tuition reimbursement, travel, training requests, maintains calendar, records minutes of meetings. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceFinancial ManagementInformation ManagementTechnical CompetenceWriting 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 mostly sedentary but requires standing during presentations or training; may require some walking, bending, stooping, standing, stretching and carrying objects such as files/binders, supplies, etc. Occasional travel may be required. 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

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 Hampton VA Medical Center 100 Emancipation Drive Hampton, VA 23667 US
• Name: Cassandra Brown
• Phone: 804-675-5000 X2353
• Email: [email protected]