This position is organizationally aligned to the Medical Imaging Service at Jesse Brown VA Medical Center (537), Chicago, IL, a Level lb Complexity VHA Facility. The Program Support Assistant (PSA) provides a range of complex administrative and clerical support services to the Program Director and Chief of Medical Imaging. The primary purpose of this position is to perform varied administrative duties, comprised of different programs and softwares.

Duties

Performing routine administrative and miscellaneous clerical work through use of the office automation systems, including electronic mail, word processing, data base and spreadsheet software, preparing documents, statistical reports and correspondence. Assists the Program Director and Service Chief in various requirements that require entry, processing and retrieval of data from varied sources. Prepares agendas and gathers background material for meetings in order to inform attendees of topics to be discussed and assures inclusion of appropriate materials and personnel to conduct business. Prepares and distribute minutes and places a copy of minutes in Radiology Shared Folder. Coordinates all Residency program paperwork for the Service Chief of Medical Imaging and affiliate Site Directors. Provides administrative organization for Diagnostic and Interventional Radiology trainees as described above, including organization and monitoring of the onboarding process in collaboration with trainee coordinators at the affiliates, coordination of onboarding with Medical Education, HR, IT, and other stakeholders as necessary. Provides and maintains access to the Radiology Shared folder to all Medical Imaging physicians, including trainees, with appropriate editing controls as specified by the Service Chief or designee. Conducts quarterly audits on Interventional Radiology physicians' subsidiary timecards and communicates results with Integrity and Compliance Officer. Research and coordination of information accessible via CPRS, P ACS, and various spreadsheets in the Interventional Radiology Shared Folder. Provides training, guidance and assistance on applicable procedures, instructions and regulations to other clerical personnel, in particular with respect to Mammography/Breast Imaging record keeping and other duties as assigned. Populates electronic FPPE and OPPE spreadsheets as per instructions of the Service Chief or designee, distributes to Medical Imaging physicians of similar subspecialties, and tracks returns of the reviews. Ensures the confidentiality of all documents, data, and oral information submitted to appropriate staff in accordance with the regulations in Department of Veterans Affairs. Prepares agendas and gathers background material for meetings in order to inform attendants of topics to be discussed and assures inclusion of appropriate materials and personnel to conduct business. Submits education requests and prepares travel requests and all associated actions and documentation. Composes correspondence relating to administrative matters, non-routine issues, and other information/data sources to extract pertinent information relevant to the issue and summarizes significant facts. Maintains suspense records on all correspondence and action documents, providing necessary follow-up for timely reply or action. Performs a periodic inventory of files and documents within the office and arranges for the destruction of outdated materials. Perform other related/administrative duties as assigned. Work Schedule: 8:00am - 4:30pm - Monday - Friday - including weekends and evening rotations. Position Description/PD#: Program Support Assistant/PD222900 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized

Requirements

Qualifications

To qualify for this position, facility applicants must meet all requirements within (30 days) of the closing date of this announcement, 09/11/2023. 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-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 as described below: 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: *Knowledge of PACS system; *Enter information into L.E.A.F database; Coordinates logistical arrangements, staff notification, scheduling meetings; *Experience in generating and analyzing data reports; *Experience performing Human Resource and Credentialing related tasks; *Experience with VA scheduling programs (i.e. CPRS, VISTA); Reviews correspondences to ensure correct grammar, spelling, capitalization, punctuation, and terminology used in the office; *Experience using word processing and other types of software (spreadsheets, graphics, etc.) to produce and update a wide range of documents and reports; Manages correspondence by receiving, assessing, routing, handling incoming and outgoing materials; *Prepare agendas, minutes, tables and graphs for inclusion in a wide variety of reports; *Maintains OPPE/FPPE files and the transfer of OPPE/FPPE data to Credentialing and Privileging. Preferred Experience: Strong Administrative Assistant experience and ACR, IEMA and JCAHO inspections/accreditations experience. **** NOTE: EXPERIENCE WITH (*) AND PREFERRED EXPERIENCE (IF APPLICABLE) MUST BE WELL DOCUMENTED AND DETAILED IN RESUME TO QUALIFY. **** You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsCustomer ServiceTechnical 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 predominantly sedentary with extended periods of sitting while operating a personal computer. Substantial standing and walking are required when using facsimile and photo copy machines, as well as the ability to bend, squat, reach, lift and carry light files. There is minimal likelihood of exposure to safety or environmental hazards. 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 Jesse Brown Department of Veterans Affairs Medical Center 820 South Damen Avenue Chicago, IL 60612 US
• Name: Yasmin Scott
• Phone: 910-488-2120 X1499
• Email: [email protected]