Incumbent functions as the Administrative Support Assistant for the Medical Service at the Albany Stratton VA. In this position, the incumbent provides a variety of complex administrative management services essential to the operation and direction of the Medical Service's mission of delivery of complex medical care in all settings of the Medical Center and the Residency Education Program of Albany Medical College. The Medicine Service includes 15 Sections and approximately 90 Medical Providers.

Duties

Provide direct assistance to the Medicine Service Chief, Administrative Officer and Section Chiefs within the Medicine Service. The Medicine Service encompasses 15 Sections to include specialty care. Serves as representative in all matters involving the area's operation and management. Incumbent assists in accomplishing the Medicine Service management goals, maintaining all administrative functions for the Medicine Service and for maintaining an environment that promotes quality patient care, personnel effectiveness, productivity, and efficient use of resources. OPERATIONAL SUPPORT: The Incumbent will assist with the management of approximately 100 house staff assigned to the VA as part of the Residency Education Program Acts as liaison to other managers and staff within the organization (VISN 2, Medicine Service, other departments/offices within the Albany VA, outside organizations and callers). The incumbent is recognized as the authority regarding procedures, reports, requirements, and other matters necessary to implement the Care Line's policies, directives and instructions and those requirements that come from the VISN or Medical Center Leadership. Provides administrative guidance and assistance with human resource activities ensuring completion/coordination of SF-52s for personnel actions, time keeping, employee leave requests, performance appraisals (5-tier and ECF), provider proficiencies, recruitment, retention incentive and relocation bonus paperwork, and pay performance preparation, procesing and tracking. Assists with market pay preparations and assisting with completion of forms. Attends meetings, records, and transcribes minutes, arranges for meetings involving staff and sends out invites Provides back up support for other committees/meetings as needed. Is active on committees or programs as assigned by Medicine Service Chief. Arranges for meeting space, speaker and support arrangements for large conferences as well as arranges for site visits to program areas in Medicine Service Line areas of responsibility. This includes the performance of activities such as writing letters or email correspondence, making hotel or transportation arrangements, arranging visits with staff/areas of site visits, and secretarial/clerical support. Assists with CME funding requests, travel arranements and completion of travel reimbursement forms. Performs roles in preparing for and on-boarding of staff, including ePAS preparation, IT coordination, medical record training, office preparation, and clinic creation. SCHEDULING/TIMEKEEPING: The incumbent will assist in scheduling and preparing the Medicine Department monthly meeting. Schedules appointments, coordinates meetings and/or schedules conferences in support of all Medicine Service functions. This includes managing the schedules for both the Service Chief Line Manager and Administrative Officer and schedules for providers as needed. Duties also include preparing and distributing the monthly house staff schedule, maintaining the resident timecards on a daily basis and ensuring they are ready for approval. SOFTWARE COORDINATION: Coordinates all matters related to computer and network access. Accurately completes all types of computer access forms including remote access requests. Is familiar with all software utilized by facility and able to perform advanced functions of the software including spreadsheet calculations, data sorting, importation of graphics and files, advanced formatting features for word processing. BUDGET MONITORING: Maintains information for and prepares budgetary and statistical reports. Is a control point clerk, orders supplies and equipment through the warehouse or outside vendors. Is the coordinator for the Medicine Service, preparing 2237's or 1358's. Works with vendors and obtains paperwork and invoices for contract maintenance, certifies invoices through IPPS and maintains funds of the purchase order. Obtains data as required by Medicine Service Chief from reports generated by Vista menus/reports. Familiar with and types of specialized terminology such as from the field of medicine and utilizes special reference materials such as medical dictionary. Work Schedule: Monday-Friday 8:00am-4:30pm Position Description Title/PD#: Administrative Support Assistant/PD26472A Physical Requirements: The work is mainly sedentary. However, there will be walking, standing, bending, and carrying and lifting of light items such as packages and books, generally of not more that 25 lbs.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/07/2023. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing assistance to all staff within program areas which currently encompasses approximately 90 medical providers and independently performs a variety of administrative and technical assignments. Performs a wide variety of administrative tasks; Verifying information in health care provider files; Maintaining confidentiality of information in accordance with the Privacy Act; Provides quality control checks on data; managing multiple projects and priorities and meets deadlines; using software applications such as word processing and data bases and internet database applications for data entry, file maintenance and data retrieval; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. You will be rated on the following Competencies for this position: Administration and ManagementCustomer ServiceData ManagementKnowledge ManagementPersonnel and Human Resources 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 mainly sedentary. However, there will be walking, standing, bending, and carrying and lifting of light items such as packages and books, generally of no more than 25 pounds. 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 Samuel S Stratton VA Medical Center - Albany 113 Holland Ave Albany, NY 12208 US
• Name: Sarah Cassidy
• Email: [email protected]