The Program Support Assistant reports to the Service Chief (SC), Emergency Department (ED), performing duties directly contributing to the administrative management of the department. The incumbent provides clerical and administrative support to the SC and the ED staff.

Duties

Administrative Support Provides technical and administrative support to the Emergency Department (ED) by performing a variety of miscellaneous duties and responsibilities. Assists Service Chief (SC) with Service Line strategic initiatives such as monitoring the implementation and tracking of assigned facility and national directives. Assists in formulating and executing the ED budget by tracking overtime usage, fee basis usage, contract dollars spent, travel, continuing medical education (CME), etc). Assists with budget execution functions to ensure expenditures are consistent with budget formulation and plans as the fiscal year progresses. Responsible for coordinating documentation to support the organization's short- and long-term Business Planning needs. Maintains the fund control point (FCP) for HR ensuring FCP does not exceed budgeted allocation. Manages supplies and purchasing for the Department. Submits purchasing orders and timely supply requests through the Logistics Service. Ensures adequate and timely response to the Department's purchasing needs, monitors request status of requested supplies/material until received. Performs collection of data and market research for cost benefit analysis to assist SC in assessing whether contracts may be more advantageous than program creation. Works with HR on behalf of the SC for requesting personnel actions and employee data changes and performance management tracking, preparing and maintaining records. Prepares recurring and special reports, utilizing data such as personnel compensation, quality measures, clinical reminders, and all employee survey scores from several office operations, consolidating reports, sets up controls to monitor them and independently troubleshoots as needed. Assists drafting Memorandums of Understanding and Service Agreements. Office Automation Assists SC with clerical, statistical, and data entry and data extraction tasks in support of the ED programs, using multiple standalone systems (CPRS (multiple packages), all Microsoft packages, SharePoint, EMMT, EDIS, Pyramid Analytics). Serves as a source of information on the processing and status of proposals/technical reports for the team. Reviews, maintains, and disseminates reports received for action. Uses an automated time system to enter and maintain time and attendance records. Office Support Receives visitors and telephone calls to the department; determines nature of request and refers to the appropriate staff or furnishes information requested. Personally answers routine questions and provides information when routine procedural matters are involved. Maintains the SC's calendar. Makes appointments based upon personal judgment, specific instruction by supervisor, or subject to their confirmation. Schedules meetings and conferences including selecting mutually satisfactory times and dates, reserving meeting facilities, and notifying participants of time and place. Maintains knowledge of pending conferences, appointments, telephone calls, and reminds supervisor of such commitments. Receives and reviews incoming correspondence, publications and regulations. Screens items to be handled personally, such as those pertaining to routine administrative matters, and forwards the remainder to various staff members according to subject matter and suspense control. Composes responses to inquiries on administrative matters, office procedures and non-technical aspects of office programs. Advises staff on procedural requirements, appropriateness of data, required coordination, grammar, spelling and format. Routes, controls and distributes incoming mail following up on suspense dates. Serves as the primary Training Management System (TMS) administrator for ED; responsible for entering training and other requests in TMS; runs reports from TMS as required by the SC; and assists staff with training requirements. Provides input and specific information regarding the training programs available to assigned employees. Initiates requests for travel orders in Concur, makes hotel reservations and travel arrangements through the travel clerk for ED staff. Coordinates and/or schedules appropriate conference rooms, reserves audiovisual equipment as needed, and provides travel information to outside participants. Establishes and maintains office and administrative files in accordance with applicable regulations. Work Schedule: Monday - Friday, 7:00 am - 3:30 pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD092620 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• 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, 10/02/2023. 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-06 position you must have served 52 weeks at the GS-05. 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 Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: applying qualitative and quantitative analytical and evaluative methods and techniques for accomplishing program and management related activities; applying fact-finding techniques to gather clear-cut information for analysis, and to identify and recommend solutions to problems of a procedural or factual nature; independently following up on commitments made at meetings and conferences, and locating and summarizing information from files and documents; planning, coordinating, and carrying out the successive steps and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training, or accepted practices with a minimum of supervision; exercising own initiative in the work processes based on knowledge and expertise of the mission, requirements, and procedures; proficient in reviewing completed work for adherence to deadlines, coordination, adequacy, appropriateness, and conformance to established policies; utilizing variety of Microsoft programs. You will be rated on the following Competencies for this position: ClericalInformation ManagementManages ResourcesProject Management 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: Regular and recurring work is mostly sedentary involving sitting at a desk, although the position requires the ability to move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee. 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 Kansas City VA Medical Center 4801 Linwood Boulevard Kansas City, MO 64128 US
• Name: Kassie Ingram
• Phone: 816-861-4700 X53838
• Email: [email protected]