The primary purpose of the Program Support Assistant is to coordinate administrative and support services to assist the Health Professions Education Office (HPEO) in fulfilling requirements related to VHA's academic mission and program requirements of Office of Academic Affiliations (OAA) and HPEO. Assists in establishing, maintaining, and evaluating the quality of health professions training programs and the quality of care delivered by health professions trainees (HPTs) at the VA facility.

Duties

Duties include but are not limited to: Provides technical and administrative guidance necessary to achieve efficient service operations within the VA medical facility and maintain stakeholder satisfaction. Prepares and tracks documents and correspondence to coordinate actions and close action items. Anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives and takes or recommends the necessary action to prevent their occurrence. Assists management and supervisors with human resources (HR) processes, catalogs actions and paperwork, and provides advice to accomplish supervisory goals. Provides required documents within required timeframes for position management, hiring actions, FTE requests, and performance appraisals. Provides administrative orientation and training to new employees within HPEO. Provides support to management in a wide range of strategy development and planning; ensures that appropriate and consistent sources of information are available; assess management techniques, processes, and styles for improving organizational effectiveness; assists with the implementation of management improvements in administrative areas; and assists in the development of program documents for personnel matters, and organizing logistics for review processes, accreditation reviews or site visits, and tracking outcomes. Facilitates performance measure goals by monitoring, reporting, and acting on suspense items, accreditation standards, needs assessments/surveys, and budgetary requirements. Assists in the formulation and execution of budget estimates and assists with preparing and updating the budget spreadsheets which are used in budget briefings. Provides financial support in both the formulation and execution phases of the allocation of HPEOs operating accounts. Executes budgets in an effective manner, ensuring operations are within available funding. Monitors the execution of the budget with many different sources and types of funding, allotments from many different appropriations, transfers of funds and monitors the status of obligations and expenditures and alert management of possible violation of policy or regulations. Provides general office supply and equipment support services by procuring services and supplies, providing justifications and cost-benefit analysis. Enters transactions into electronic VA financial systems as applicable. Ascertains the needs of the office staff and coordinates the purchase of supplies, equipment, and services to meet the organization's needs. Acquires the equipment and services, determining the correct purchase method, conducts appropriate follow-up on orders and credits, as needed, and ensures timely reconciliation of purchase card orders. Serves as the timekeeper for and is familiar with timekeeping codes and the process for validating and processing timecards accurately. Reviews and approves travel authorizations and vouchers; serves as the 1st level CGE travel approval when needed; reviews cost and assists staff on entering travel requests into Concur.gov. Assists with the administrative tasks and processes required for oversight of paid and with out compensation (WOC) HPT's and others associated with a complex health care system, which includes employees, executive facility management, academic affiliates, and HPTs. Provides administrative support for program development meeting the needs of the VA medical facility's HPEO programs. Prepares facility level executive briefing and decision materials, OAA documents for signatures, reports, and other documents as directed by management. Assists in the verification of full accreditation of HPEO programs and processing of program letters of agreement, Trainee Qualifications and Verification Letters, and/or educational activity records for renewals, signatures, and appropriate filling. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD14001A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): 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, 08/25/2023. 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. 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: GS-06 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: performing office automation duties using software applications such as word processing, spreadsheets, electronic mail, desktop publishing, calendars, databases, and/or graphics; collecting, compiling and/or tracking data and statistical information in support of orientation and training programs; researching policies and procedures regarding resident and/or employee education, training, security and on-boarding requirements; and assisting individuals at a general help desk. OR, Education: Applicants may substitute education for the required experience. As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. GS-07 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: performing office automation duties using software applications such as word processing, spreadsheets, electronic mail, desktop publishing, calendars, databases, and/or graphics; collecting, compiling and/or tracking data and statistical information in support of orientation and training programs; researching policies and procedures regarding resident and/or employee education, training, security and on-boarding requirements; and assisting individuals at a general help desk. You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationClericalCustomer Service (Clerical/Technical)Manages 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. 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

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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Erin Youngman
• Phone: (480) 492-0605
• Email: [email protected]