This position is in the Graduate Medical Education (GME) Office at the James J. Peters VA Medical Center in Bronx, NY. The primary purpose of this position is to onboard trainees, including processing of TQCVL documents and assure that proper access and ID cards are provided. The PSA also is responsible for assuring communication with affiliates about staffing issues and attendance so that affiliated institutions can be reimbursed for salary paid to the trainees through disbursement.

Duties

MAJOR DUTY 1: GME ADMINISTRATIVE SUPPORT Provides a wide variety of administrative, coordinative, technical, and related support services to the Graduate Education Office of this Medical Center. The incumbent is responsible for assuring administrative and staff functions are completed in support of activities involving the development, control and evaluation of Graduate Medical Education affiliated educational programs for physician resident and fellows from various medical and surgical specialties, to include, but not be limited to: anesthesia, dermatology, endocrine, internal medicine, neurology, nuclear medicine, ophthalmology, orthopedics, pathology residents, psychiatry, PM&R, surgical, urology, etc. Work with JJPVA Site Directors to schedule residents and fellows rotations (e.g. renal , anesthesia, surgery, medicine, psychiatry (approximately 40 various programs). The PSA performs work related to the preparation, execution, and/or tracking of affiliations covering educational training programs within the medical center. Affiliate Programs Coordination: Contact coordinators for each program and each affiliate to schedule residents and fellows rotations on an ongoing basis and modify each on a weekly basis as needed for 24 hour continuous coverage of staff. Update all coordinators and site Directors when the schedules are modified or change. Compose and Provide resident specific attendance sheets for each program (40 or more) and for each affiliate electronically to the site directors and make sure they are completed on an ongoing basis and competed each month. AM, PM, and weekend coverage must be confirmed for 1500 trainees and must be modified when the trainee's schedules change. PSA oversees and confirms trainee EARs forms (Educational Activity Report) attendance sheet, which results in the payment to affiliates as per disbursement agreement, resulting in the payment of several million dollars per quarter to the affiliates to pay trainee salaries. This process is overseen by the Redpro Audit and reported to the Medical Center Director, VISN Director and OAA. Resident Training and Tracking: Proper designations of AL, SL, educational conference, training, continuity clinic, orientation and other delineated designations must be used for daily attendance of each resident and must be confirmed on the excel spreadsheet. PSA must be certain each site director signs to confirm the Excel spreadsheet each month. The PSA oversees training of the Attending Physician attendance training so that the site directors are performing the EARS attendance sheets properly. MAJOR DUTY 2: PROCESSING AND ONBOARDING OF TRAINEES The PSA must be able to process all onboarding documents and provide the proper pharmacy and other keys to permit proper prescription writing electronically and other EMR access. Responsibilities include performing duties related to resident/fellow registration, and determinations in a program of training and provides support and assistance in the registration process for residents and fellows. Documentation: Performs work involving the establishment and maintenance of files for all cooperative agreements, related to the activities and functions of educational programs covered by the office. MAJOR DUTY 3: COMMUNICATION/COORDINATION WITH AFFILIATES The incumbent coordinates and prepares requests and follow-up with the VISN and/or OAA. MAJOR DUTY 4: MAINTAINS THE OFFICE SPACE AND SUPPLIES GME office is kept orderly, with documents containing social security numbers and other provider data locked up and secure. Various required supplies are maintained and ordered, as needed and work orders placed to repair or replace items not functioning properly. PSA may perform other duties as assigned. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM, to be discussed with hiring manager Position Description Title/PD#: Program Support Assistant (Office Automation)/PD24268A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. Proficiency Requirement: In addition to meeting the experience requirements below, applicants must self-certify their ability to type 40 words per minute. Specialized Experience: Applicants 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: Experience providing administrative support in a hospital setting. Administrative assistant skills. Knowledge of the use of office equipment, such as fax machines, as required. Knowledge of administrative and technical functions. Knowledge of various software packages to onboard trainees, give them needed access to computer privileges and remote computer access. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCustomer Service (Clerical/Technical)Interpersonal SkillsTechnical Competence 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, there may be some walking; standing; bending, carrying of light items such as papers, books, small parts or driving an automobile, etc. No special physical demands are required to perform the work. 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.

Contacts

• Address Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Yaneth Ferrer
• Phone: 718-584-9000 X6569
• Email: [email protected]