The Syracuse VA Medical Center is currently recruiting for 3 Program Support Assistants. The incumbent completes and coordinates a wide variety of administrative and clerical tasks essential to the executive administration. Availability is required to all Surgical Service clinics and operating room as necessary via in-person visits and skillful utilization of teleconferencing, messaging, and other mechanisms to communicate, complete assignments, and coordinate support from multiple VA locations.

Duties

Major duties include but are not limited to: Incumbent is responsible for timekeeping; key inventory, maintaining office automation systems, dashboards, and specialized technologic and software applications; placing work orders and providing technical and procedural support of program administration to include problem identification, resolution and training across the service line. Serves as primary ADPAC assisting staff, contractors, residents, students, and fee basis employees in obtaining computer access and necessary menu/security keys utilizing the EPAS system. Instructs and assists staff in the clerical and administrative procedures to assure that consistency and accuracy is maintained with reporting. Incumbent assists the business manager and administrative officer with education requests, information technology requests, running a myriad of reports including, but not limited to, action required items, unsigned notes, productivity measures, workload capture, turn-around times, clinic wait times, and no shows. Works with all clinical and administrative staff using considerable tact, diplomacy, and courtesy. Assists in personnel searches for surgery service and are responsible for coordinating or typing correspondence, making travel arrangements, setting up itineraries, and greeting prospective appointees. May serve on special committees, initiatives, or projects in either a lead or supporting role. Incumbent organizes, maintains, processes, and disposes of routine and confidential paper and electronic files accordingly, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages, and SharePoint content; coordinates correspondence and communication flow including that of a sensitive nature and informs the program leaders of customer service trends and related items. Serve as a customer service champion to include fielding and resolving customer inquiries and complaints according to established policy; screening all calls and visitors; and routing phone calls and mail. When issues are referred to the service line leaders, the incumbent furnishes quality information to aid in the resolution. Establish, maintain, and revise office and electronic filing systems with the appropriate level of security. Work Schedule: M-F 8am-4:30pm Position Description/PD#: Program Support Assistant/PD21M89O 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, 08/09/2023. 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-06 position you must have served 52 weeks at the GS-05. 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: scheduling meetings including logistics, preparing agendas, setting up video teleconferencing, notifying participants, and taking minutes; gathering information, coordinating and drafting responses to delegated tasks including action items, environment of care surveys, suspense's, and secure message escalation. A broad understanding of drafting and processing written, electronic, and verbal official communications in a timely and accurate fashion; and preparing and reviewing documents, reports, and all other correspondence for completeness and consistency. Extensive knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of software, e.g. SharePoint, database, excel, word processing, Outlook, CPRS, IFCAP, TMS, VATAS, VISTA as well as any additional required systems. Extensive knowledge of how the various clinical services relate to one another. A broad understanding and detailed procedural knowledge of the OR, Anesthesia, Recovery Room, Ambulatory Surgery, and Quality Management are essential. You will be rated on the following Competencies for this position: ComplianceComputer SkillsCustomer ServiceTechnical DocumentationWriting 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 sedentary. Typically, the employee sits comfortably to do the work. However, theremay be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. At times frequent trips to other service line offices are 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

There is no educational substitution at this grade level.

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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 Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Erika Weisbrod
• Phone: 680-216-8337
• Email: [email protected]