The incumbent serves as a Program Support Assistant to the Chief Surgical Service in providing program administration, clerical needs, and coordination of administrative needs for service personnel. The incumbent provides clerical and administrative support needs for the service, which has training, patient care, research programs and an outpatient clinics, all of which require coordination and/or oversight by the Chief, Surgical Service and Health System Specialist.

Duties

The incumbent serves as an extension of the service chief and is a first-echelon point of contact to resolve all administrative issues and problems, etc. Responsible for coordinating administrative duties for the subsections in an effort to guarantee the primary goal of optimally delivering high quality health care to the veterans. Major duties for the Program Support Assistant (OA) include (but are not limited to): Expertise in broad administrative levels is required to assist in meeting the needs of the service's long range planning. Maintains service chief's daily calendar makes appointments and arranges conferences and meetings without specific prior approval based on knowledge of chief's schedule. Keeps service chief informed of meetings, appointments and other commitments, assembles required files and information for meetings. Screens service chief's visitors and calls; answers questions and completes business involving established policy on routing matters. Places local, long distance calls for the service chief.Screens all correspondence for the service chief. Replies to mail not requiring service chief's attention; routes matters requiring action to appropriate section chiefs/supervisors and follows up to ensure action is complete. Takes and transcribes dictation from the chief. Composes routine non-technical correspondence upon verbal directive from the service chief. Screens publication to the service chief's attention.In the absence of the service chief, maintains file of correspondence and events of which the chief should know and brings these matters to his/her attention upon their return. Maintains control records on incoming correspondence and action documents and follows up on work in process to ensure timely action. Coordinates administrative details and activities for the service chief , Health System Specialist, Section Chiefs and others as needed. Establishes and maintains liaison with professional and administrative personnel in all services of the medical center, appropriate personnel in the VISN< VACO and other VAMC's. Receives, schedules, refers and contact members of the staff, agency and persons outside the agency ranging from other government agencies to the general public. The incumbent is regularly involved in high-level contacts with visitors and caller at both Vanderbilt Medical Center and Meharry Medical Center in addition to other medical centers. Active interest in the service' programs outside the organization represent a substantial portion of the incumbent's work time. Schedules appointments, coordinates meetings, and/or schedules conferences for service personnel. Researches and provides background on subject matter of meetings without direction. Attends meetings, prepares meeting minutes and follows up on action items with appropriate staff members independently. Maintains conference room schedules, schedules recurring meetings and coordinates individual meeting requests. Work Schedule: Based on the needs of the service Compressed/Flexible: May be authorized Telework: May be authorized to highly qualified candidates. Virtual: This is not a virtual position. Position Description/PD#: Program Support Asstistant (OA)/PD04178A 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, 09/14/2023. 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 the 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. This position requires the skills of a qualified typist. In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. All candidates MUST provide a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 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+6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: OR, You will be rated on the following Competencies for this position: Working knowledge of Microsoft Office programs, particularly Outlook, Word, Excel, and PowerPoint, for processing office automation tasks, data analysis, and communication. Skill and ability to coordinate the work of the office with the work of other offices, and for recognizing the need for such coordination in various circumstances. Knowledge of basic statistical, accounting, budget formulation and economic principles and techniques. Skill in applying complex fact-finding, analytical and problem solving methods and techniques to identify interrelated program problems, draw conclusions and recommend appropriate action or solutions to improve program efficiency and effectiveness. Responsible for establishing and maintaining effective relationships with and gain confidence and cooperation of supervisors and managers to accept proposals on complex issues and skill in oral and written communication to prepare and present recommendations and solutions regarding complex issues to management based on analysis and evaluation, including the preparation and presentation of reports, proposals, charts and graphs, etc. Attention to details Customer Service Data Management Flexibility Oral Communication 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 generally sedentary; however, there will be some walking, standing, bending, and carrying of light items such as papers and books. The tasks may require long periods at a desk working on a personal computer or other piece of equipment. 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.

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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Julissa Jimenez
• Phone: (407) 579-4973
• Email: [email protected]