This position is organizationally located in the Critical Care Service Line (CCSL) under the direct supervision of the Business Manager. The Administrative Assistant recommends procedures to improve the process by which the Resident Coordinator receives the required documentation to begin the in-processing of new Fellows, and medical students. Once the required documentation is received, the incumbent prioritizes time sensitive actions for Fellows, and fourth year medical students.

Duties

Duties and responsibilities are but not limited to the following: Performs work in support of purchasing supplies and equipment for the CCSL as the Control Point Clerk researching products in GSA, scheduling demonstrations and meetings for vendors, entering 2237 requests, and contacting vendors for quotes. Prepares, executes, and/or tracks program specific information, such as official records, action items, performance measures, personnel actions, status of mandatory training, and training and travel requests. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of fellowship and student rotations within the CCSL. This data is compiled daily in some instances, while other requirements are monthly. Several areas which require such collection and tracking include Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Electronic Permission Access System (EPAS) system requests. Monitors nursing license expirations and proficiencies; notifies RN and Nurse Manager; collects new license/sends copy to Human Resources and updates database. Receives all incoming mail and correspondence, while independently determining the proper action needed, appropriate routing, and necessary coordination with other services. When appropriate, prepares a response before referring to the Vice President, Business Manager, or Associate Chief Nurse. Maintains confidentiality in both behavior and in the procedure by which communication is facilitated. Collaboration is required with several entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, and students themselves. Maintains orientation, staff training, serves as TMS administrator, assists personnel in requesting travel and training for external training requirements. Practical knowledge of applicable operations, procedures, programs, policies, and regulations. Gather's data/information and prepares written reports. The written reports are given to the Chief of Critical Care, as well as shared with the Education Department at VAPHS. Thorough knowledge of graduate medical training programs and the associated human resources requirements, as well as compliance standards for the Resident Coordinator position. The liaison for incoming Critical Care fellows and medical students and is the primary contact person for this position. They track all fellow/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with the UPMC CCM Office of Education GME Academic Manager and GME Department Manager. Knowledge of the clerical and administrative practices for the Resident Coordinator position. Identifies process issues in relationship to fellows, and students doing a rotation in the CCSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows and students, or with the Education department of VAPHS as well as the university affiliates. Incumbent oversees established mechanisms regarding training and orientation of Critical Care Fellows. Knowledge of specialized medical terminology to understand and communicate with professional and clinical staff. Performs library research functions, including file or database searches to extract, summarize, and compile required information. Coordination with Human Resources (HR), Education, and the incoming fellows/students is required to assure appropriate personnel paperwork is distributed and collected on each fellow and medical student prior to arrival and updated on an annual basis. serves as the primary timekeeper for time and attendance for CCSL Administrative personnel. Work Schedule: Monday-Friday, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description Title/PD#: Administrative Assistant/PD023360 Physical Requirements: Work is primarily sedentary, although some slight physical effort may be required. Light lifting is usually in the form of binders, office materials or portable electronics.

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. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. You may qualify based on your experience and/or education as described below: Specialized experience includes: You must have one year of specialized experience equivalent to at least the next lower grade GS 07 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 the broad range of Resident Coordinator, Graduate Medical Training Programs, associated Human Resources requirements, and administrative services at the medical center to plan, to implement, carryout and advise on various activities relative to quality management and improvement. Coordinating and monitoring the functions of administration services within an office; managing duties, priorities, commitments, policies, and program goals of the staff sufficient to perform non-routine assignments, and ability to recognize which information is or is not relevant to the problem at hand. Effectively communicate both verbally and in writing. Act as the Records Management Liaison to include annual TMS training, familiarization with Records Control Schedule 10-1, file plan maintenance. Knowledge and skills required to handle complex information and process it through the correct application. There is no educational substitution for the GS-07 level. 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. Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!! Additionally, your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Sierra Arnold
• Phone: (412) 822-2431
• Email: [email protected]