This position is located at the Edward Hines Jr. VA Hospital, Hines IL. (578) a Level 1a Complexity VHA Facility and is organizationally aligned to the Rehabilitation Service. The Rehabilitation Service is one the largest patient care service at Hines VHA as it includes Physical Medicine and Rehabilitation and Therapy Services, Audiology Speech Pathology including Assistive Technology, Blind Rehabilitation and Prosthetic and Sensory Aids Service serving inpatient, outpatient, CBOC and HBPC.

Duties

The primary purpose of this position is to perform administrative duties in support to the Chief of Rehabilitation Service as well as general office work for the Physical Medicine and Rehabilitation (PM&R) at the Hines VA. The incumbent will also function as a program and administrative assistant working along with the Manager of PM&R Therapy Services and Rehabilitation Service Administrative Officer and Administrative staff. Duties: Coordinate the communication (phone, written, and telecommunication) for the Chief of Rehabilitation Service. Receive, schedule, refer, and contact members of the staff, agency and individuals outside the agency ranging from other government agencies, private sector agencies and the general public. Primary timekeeper for physicians and providers and administrative staff and supervisors. Act as secondary timekeeper (back-up) for the entire service line. Serve as a PIV Sponsor. Sponsor administrative and clinical employees and serve as a back-up for residents and medical students. Use software applications such as electronic mail, electronic health record, timekeeping software, Microsoft Office applications, travel databases, etc. and assists other users in selection of applications, training on a variety of standard application packages and selection of appropriate formats and procedures for each task. Integrate several types of software to generate specific working documents and forms. General clerical duties, such as coordinate meetings, maintaining meeting minutes, prepare travel papers, timekeeping and other appropriate duties as requested and assigned. Maintain the calendar and appointments to the Chief of Rehabilitation Service. Schedule and arrange meetings including establishing and distributing meeting agendas, recording, and distributing meeting minutes. Assemble necessary supporting documentation and provide patients and clinical professionals in contact with the Rehabilitation Service offices with clinical and administrative information as warranted. Collaborate with executive leadership team administrative staff in tracking and ensuring suspense and actions are submitted timely. Serve and lead as point of contact for various conferences for all rehabilitation service staff. Submits attendance and disclosure records to ensure CME credit. Works with Education Service to obtain CME designation for various trainings Edit letters, composes letters and reports. Review correspondence for accuracy and completeness, prepares public presentation outlines and develops standard or form letters and replies to inquiries. Resolve difficult concerns with a variety of types of vouchers for supplies, equipment, and services with a range of processing problems and complicating characteristics such as contract purchase vouchers, communication vouchers, public utilities vouchers, transportation vouchers, and service vouchers. Perform other related duties as assigned. Work Schedule: Monday through Friday, 8:00AM to 4:30PM Telework: Not Available Virtual: This is not a virtual position. Position Description: Program Support Assistant (OA) Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 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-6 position you must have served 52 weeks at the GS-5. 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. 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 GS-6: One (1) full year of specialized experience that equipped the applicant with the particular knowledge, skill, and abilities to perform successfully the duties of the Program Support Assistant (OA), GS-6 position, and that is in or related to the work of the position to be filled. To be creditable, this experience must have been equivalent to at least the GS-5 level in the Federal service. Examples of specialized experience include (but are not limited to): Knowledge of regulations, procedures and processes governing administrative functions such as budget, purchasing, records and files management, property accountability, travel and reports; experience in positions that required planning and coordinating the gathering of data and the preparation of reports for compliance with regulations; knowledge of a full range of functions to operate word processing software, as well as additional functions to operate a variety of other office automation systems to fulfill various office needs, e.g., forms fill and production, and database management; knowledge of the full range of functions within software types to check grammar and spelling, import and export data, edit tables and graphs within text , and update or modify existing databases; knowledge of clerical and administrative skills such as grammar, punctuation, spelling, correspondence formats, staffing charts, records management and filing requirements in preparation, edit, quality control and retention of documentation; ability to prioritize, compile, interpret, analyze, and summarize data; and skill in planning and communicating and working with management and staff. Note: Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held. Please provide such documentation on resume. Education is usually not credible above the GS-5 for this position; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. You will be rated on the following Competencies for this position: Computer SkillsCustomer Service (Clerical/Technical)LeadershipManages and Organizes Information 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 mostly sedentary, there can be demands for standing, walking, bending and long periods of sitting at the computer, answering the telephone, and transferring calls frequently. Lifts, bends, pulls, stoops, moves bags, boxes, and charts. Working Conditions: The work is performed in an office setting with adequate lighting and with no unusual health hazards. Due to the contact with patients and public, incumbent can be exposed to occasional verbal abuse. The incumbent observes normal safety precautions. This position is not suitable for telework.

Education

There is no educational substitution at this grade level.
PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html. All education claimed by applicants will be verified by the appointing agency accordingly. 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.

Contacts

• Address Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Amanda Smithy
• Email: [email protected]