The Program Support Assistant position in the Primary Care Service Line provides administrative/clerical support to the Chief Medical Officer (CMO) and Administrative Officer (AO) at the Balcones Heights Outpatient Clinic, San Antonio, Texas, as well as the Internal Medicine Clinic-Primary Care (IMC) and the South Bexar Outpatient Clinic (SBOPC), and Audie L. Murphy VA Hospital.

Duties

Answer and evaluate incoming calls by priority in order to route calls accordingly. Provide management with appropriate background information in order to properly escalate sensitive matters. Personally resolve routine matters requiring technical and non-technical questions. Receive and review all incoming mail to determine priorities and proper routing. Establish an inherent control system and calendar for the tracking and monitoring of scheduled reports and establish deadlines. Serve as a training coordinator for all clinic and staff and maintain attendance records in the VA education training system. Maintain an organized and efficient record of electronic correspondence, reports, personnel and training records, projects, publications, policies and procedures and other directive materials. Maintain databases, spreadsheets, create and manipulate documents, reports, graphs and charts. Serve as the alternate travel request preparer and trainer for professional personnel through Concur. Responsible for the timeliness and accuracy submission of automated timecards in the VA time & attendance system. Perform duties such as timekeeping, education/credential tracking, employee health reports, patient care clinic scheduling and other primary care reports. Schedule appointments and conferences. Coordinate meetings by ensuring invitations are distributed to those required participants, prepare and publish agendas and serve as the recorder by taking minutes. Reserve conference rooms, coordinate schedules, procure equipment and refreshments Coordinate CMO and AO daily appointments, meetings, conferences, deadlines, and other commitments. Ensure outbound correspondence is in proper format, grammar, conformance, spelling typographical errors, numerical accuracy, necessary attachments and signature. Liaison between the CMO/AO to the STVHCS Public Affairs office along with performing duties as a Patient Advocate in the absence of the CMO/AO. Provide administrative support to physician and nursing staff assigned to the clinic. Serve as the focal point for orientation of newly assigned employees, to include coordinating clinic schedules, scheduling training, clinic policies, issuing keys, ordering forms, establishing time schedules and timecards, and conducting building orientation. Provide continual support maintaining service record cards, process requests for personal actions and those related to time and attendance, training, leave, and other matters as necessary for an efficient office and personnel operation. Work Schedule: Monday-Friday; 0800AM-430PM Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD000710 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• 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
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/26/2023. 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-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. 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-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 : knowledge of the Veterans Health Administration policies, programs and procedures, goals and objectives; healthcare processes as they relate to outpatient care to plan, organize, develop reports to capture trends, evaluate and measure effectiveness, efficiency and productivity; required to answer inquiries, route patients and visitors, prepare correspondence, review publications, directives and take appropriate follow-up action. Strong writing skills to ensure outbound correspondence is in proper format, grammar, conformance, spelling typographical errors, numerical accuracy, necessary attachments and signature; extensive knowledge of computer software to include Microsoft Outlook, Excel, Word, PowerPoint, Access and Computerized Patient Record System (CPRS). Ability to maintain databases, spreadsheets, create and manipulate documents, reports, graphs and charts; knowledgeable of clinical reports, available data and the system available to provide such reports; and to perform timekeeping duties, education/credential tracking, employee health reports, patient care clinic scheduling and other primary care reports. You will be rated on the following Competencies for this position: Organizational Stewardship Writing Computer Skills Customer Service Plan and Organize Work 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 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 Audie L Murphy Memorial Veterans Hospital 7400 Merton Minter Boulevard San Antonio, TX 78229 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]