The incumbent performs a full range of administrative work for the Academic Affiliations Office of Education, and the programs managed by that office that include various VA and GME residency programs, affiliation communications and agreements, educational policies, including disbursement agreements, Standard Operating Procedures, as well as VA educational training programs within the medical center related training funds and fund control points.

Duties

Appointments/Credentialing: Serves as one of two designated points of contact for Health Professions trainees (HPTs), affiliate program coordinators, service line admin staff, and Human Resources staff for the graduate medical education (GME) and undergraduate medical education (UME) trainee programs. Works with larger affiliates to develop processes to streamline onboarding process to mitigate its impact on HPT education and enhance relations with our academic affiliates. Supports HPTs and affiliate program directors on questions related to onboarding and troubleshoots issues that arise during HPT onboarding/credentialing process. Obtains and processes packets from affiliate. Ensures completeness, acquires additional documents as needed, follows appropriate procedures for routing documents to required offices. Follows up on completion of processes to ensure successful appointment of HPTs. Facilitate and monitor compliance with educational activity records tracking: Ensures accurate and complete monitoring of educational activity records tracking required for administration of disbursement agreement procedures between CMCVAMC and its affiliated GME and GDE programs. This includes maintaining and updating ensuring online or electronic submission of onboarding/credentialing material submitted by trainees is accurate, completed and verified, revising and updating affiliation agreements, TQCVL review and processing at each onboarding season, trainee excel list review, populating EARS based on schedules obtained by affiliates, calculating, reconciling EARS w/affiliate fiscal office, preparation of Repro audits quarterly, completion and response to OAA and OIG requests and surveys, trainee supervision tracking, spot checking, and audits, education cost contracting, submitting chief resident waiver letter, critical communication with all customers including trainees, VA staff, HR, OIT, OAA, PIV, ADPACs, and affiliates. Obtains annual roster of trainees from affiliate programs and enters trainees into EARs tracking tool database. Obtains monthly schedules from affiliates/service lines and prepopulates individual trainee schedules into EARs tracking tool so that service lines can monitor daily attendance. Tracks service line completion and submission of EARs tracking tool, assures spot-checking is completed, verifies completeness/accuracy of data, and forwards data to HPE health systems analyst. Budget Management Responsibilities: The individual maintains a database of approved funding and associated costs, notifies funded staff, and acts as the intermediary between funded individuals and the Chief of Staff, Director's Office and Fiscal Service in resolving problems. The individual purchases staff education and training materials when directed by the Inter-Professional Office of Education Chiefs. The incumbent plans and accomplishes special projects requirements. Uses standard approaches to perform a variety of duties related to special projects involving administrative and support issues. The incumbent provides program management and support, program planning, and evaluation of program issues. The incumbent is responsible for administrative management of the various residency programs in regards to monitoring and preparation of billings of the budgetary plan with responsibility for the approximately $7 million VA-University of Pennsylvania, Rowan University, and Cooper University Disbursement Agreement. The incumbent will be responsible for tracking and verifying residency rotation schedules and timesheets, establishing control point allocations, and monitoring control point expenditures. The individual acts as the liaison between the affiliate and the Academic Affiliations Office OAA of Education in regards to the disbursement agreement and payment of all invoices. Analytical/Data Reporting: Participates in the planning and conduct of special projects or studies to analyze, evaluate, and provide recommendations on administrative issues related to health professions education. Reviews all available information and applies standard analytical techniques and develops recommendations to improve customer service. Prepares required reports and provides recommendations based upon the findings. Administrative Duties: The incumbent provides office management support, assuring that calls and visitors are screened appropriately; correspondence and/or reports are properly routed and suspended for action; manuals and guidelines are current and maintained. The incumbent functions as support to the ACOS/E for matters regarding residency and education programs, both written and oral; communication with individuals from a wide range of professional and academic backgrounds is expected, including direct contact with HQ Academic Affiliations staff. Work Schedule: Monday - Friday, 8:00am - 4:30pm.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/30/2023. 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-09 position you must have served 52 weeks at the GS-07. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: administrative oversight in coordinating and integrating the activities of the department to ensure the coordination and efficiency program/services, knowledge of concepts, principles and practices of health care delivery systems including an understanding of the concepts of medical care organizations, organizational behavior, financial management and statistical application, thorough knowledge of the functions, priorities, commitments, polices and programs goals of a service/organization, researches and analyzes problems, issues or program requirements by gathering data/information from various sources, and collaborates with management in planning, scheduling, and timing of program operations including financial planning, budget analysis and possessing an understanding of government and VA budget system, including medical care and capital and operational costs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Transcript/s must be submitted with your application or you will not receive credit. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond. You will be rated on the following Competencies for this position: Analysis and Problem SolvingBudget AdministrationCommunicationManages and Organizes InformationPlanning and EvaluatingProblem Solving Manages and Organizes Information: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods Oral Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately Problem Solving: Identifies and analyzes problems; uses sound reasoning to arrive at conclusions; finds alternative solutions to complex problems; distinguishes between relevant and irrelevant information to make logical judgements. Budget Administration:Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems. Planning and Evaluating: Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes. Analysis and Problem Solving: Applies the process of discovery that involves the diagnosis of a problem or issue, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solution or course of action. 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 but includes walking and lifting/carrying files and other light object. Some overnight 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/. ****All required documentation must be uploaded before the announcement closes, to support eligibility.**** Failure to submit documentation will constitute the application being categorized as incomplete and therefore ineligible for referral.

Education

A legible 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.

****All required documentation must be uploaded before the announcement closes, to support eligibility.****

Failure to submit documentation will constitute the application being categorized as incomplete and therefore ineligible for referral.

Contacts

• Address Corporal Michael J Crescenz Department of Veterans Affairs Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 US
• Name: William Simmons
• Phone: (717) 272-6621 X4024
• Email: [email protected]