The Western New York Healthcare system is currently recruiting for One Program Support Assistant GS-7 for their Buffalo location within the Geriatric and Extended Care Service. The incumbent directly supports and assists the GEC manager and peripherally the line Physician Chief of Geriatrics in a administrative support capacity.

Duties

The incumbent is a primary point-of-contact (POC) and receptor for internal and external contacts, receiving and directing calls and related email traffic appropriately. The incumbent assists and prepares a broad spectrum of GEC correspondence, report(ing) and meeting minutes; is a primary GEC and PMR (VATAS) timekeeper, records management liaison, and fund control clerk. He/she has primary responsibility for assist and support of GEC management for numerous administrative tasks cyclically and ad hoc. GEC Line Administrative/Management Support 60% The incumbent is required to organize and maintain the complex day-to-day operations of the Geriatric and Extended Careline, and to assist and relieve relative professional staff of as much clerical and administrative details as possible to enable them to devote a major part of their time to clinical, patient focused and strategic activities for the line as well as the greater VAWNYHS in prioritization. The incumbent thus provides a variety of clerical and administrative support for GEC line management and assists and works to degree independently within the goals and objectives set by the GEC Manager or designee. The incumbent is responsible for triaging inquiries from patients, caregivers, and other affiliated or contracted agencies and VA staff concerning GEC line, apprising GEC Manager and/ or relaying to appropriate clinical or administrative GEC staff for proper and timely handling. The incumbent is also responsible for assisting and coordinating with GEC line Manager for pertinent reporting and ensuring quality, accuracy and timely processing of monthly reports due same. Incumbent provides broad administrative and operational support for the Geriatrics and Extended Careline with direction from GEC Manager. Exercises independent and creative judgement in accomplishing major duties. The PSA has substantial involvement of GEC line deliverables, action plans and commitments to ensure GEC is in compliance with facility, VISN and VA Central Office (VACO), Joint Commission and other entities as appropriate. Interacts frequently with VAWNYHS management and personnel, VACO, VISN and community officials as line contact to keep abreast and apprise line Manager of program questions and issues that may affect the organization. Provides operational support to GEC line programmatic managers and performs a full range of clerical, business, and administrative duties that ensure timely awareness and professional response as befits. Handles numerous requests for information such as status of reports, suspense dates, etc. on behalf of GEC Careline Manager. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports and directives and uses own initiative in developing procedures which will increase the general flow of information, access to care and add efficiencies in the administrative process. Independently secures required administrative and managerial support to meet the operating requirements. Ensures accurate, timely and consistent entry of information, reporting and meeting minutes into appropriate VA storage and/ or database(s). The PSA assists GEC Careline Manager to ensure the secure transmission and receipt of documents. Processes and facilitates appropriate capture and distribution of all incoming correspondence and ensures timely follow-up. Identifies programmatic needs, information needs, and areas for improvement and advises supervisor. Performs other related duties as assigned. Data Collection & Tracking Support and Record Management 30% Responsible for all data tracking activities, including data entry and acts as departmental records management liaison. Maintains evidence-based tracking data reporting to ensure all service goals and objectives are being accomplished and performance measures are being met. Gathers and tracks data needed for information management, team education, and reporting. Demonstrates ability to utilize computer software by managing data collection, retrieval, and tabulation, and generates reports when requested. Fund Control Point (FCP) and Timecard support 10% The incumbent provides fund control-point clerk duties for multiple GEC accounts and with program supply ordering and management. Incumbent provides GEC line assistance with relative timekeeping duties. Work Schedule: M-F 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD37801O 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 a GS-7 position you must have served 52 weeks at the GS-6. 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-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: Experience in an administrative support role as a Program Support Assistant, Administrative assistant, secretary or typical admin support role in an office, or hospital setting providing administrative support to individuals in leadership positions. Comprehensive experience with various administrative/clerical tasks on a periodic and/or routine basis such as but not limited to: Writing correspondences, memos, report gathering, records management, data entry and Time keeping etc. Skill in oral and written communication. Extensive and thorough experience with Microsoft Office tools such as Word, Outlook and PowerPoint and other administrative Computer base programs and applications. Experience in in providing Customer Service to a multitude of individuals regarding complex and general inquiries that include, Clinical staff, Patients, and other stakeholders. Skill in performing routine tasks independently with little to no supervision. Experience gathering information for various reports, preparing reports for leadership. Knowledge and skill of Supply and logistics, experience ordering office supplies and equipment. Experience in planning, organizing, and implementing assigned tasks. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningControl of FundsCreative ThinkingData ManagementOral 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 sedentary. The employee sits comfortably to do the work assignments. At times, there may be some walking, standing, bending, carrying of light items, e.g., papers, books, files, 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 VA Western New York Healthcare System 3495 Bailey Avenue Buffalo, NY 14215 US
• Name: Tera Coddington
• Phone: 914-737-4400 X202452
• Email: [email protected]