This position is located in the Chief of Medicine Service at Louis Stokes Cleveland DYAMC, which is a large, diverse, multi-divisional medical network in northeast Ohio.

Duties

As a Program Specialist in the Office of the Chief in Medicine Service, Cleveland VAMC (541), Cleveland, OH, a level 1a complexity facility, the incumbent will provide a variety of administrative and clerical support duties in support of the Residency & Fellowship (Without Compensation) programs. This role additionally functions to support this program through data analysis and reporting, coordinating incoming data, EAR (timekeeping), ADPAC functions, supply ordering, equipment ordering, Core Clerkship coordination duties and managing onboarding for incoming and outgoing WOCs. The duties of this position can include, but are not limited to, the following: Receives, reviews, and screens all incoming correspondence to the WOC Program Office, determining and ensures proper disposition to appropriate assigned Medicine Staff. Establishes and maintains all files electronically pertinent to the WOC program in a standardized manner consistent with the Medical Center's File Plans. Files and maintains all records related to the residency and fellowship programs, electronically if permissible. Completes all required timekeeping for residents, fellows and medical students utilizing the EAR system. Oversees onboarding process for all residents and fellows' students and ensures that all requirements are met. This includes, but not limited to, all appropriate access requests, PIV, obtaining access and verify codes, CPRS keys and menus. Oversees in-processing and out-processing clearance for all residents and medical students to include completion of the formal clearance process through fiscal. Requests and manages on-call schedule for all sections within Medicine Service that have inpatient responsibilities as a consulting service. Managing all the Continuing Medical Education (CME) related to presentations at the weekly Morbidity and Mortality (M&M) Conference. Assists in planning, reviewing, and reporting data and statistical results from the residency and fellowship programs. Contacts, prepares, and organizes all necessary trainings in advance of scheduled orientation days. Responsible for creating orientation packets for new medical students. Oversees onboarding process for all medical students and ensures that all requirements are met. This includes, but not limited to, all appropriate access requests, PIV, obtaining access and verify codes, CPRS keys and menus. Ensures that any issues with onboarding for the program are addressed promptly through the appropriate parties. Coordinates and reviews for completeness application packages prior to upload HR SharePoint before rotation start date. Schedules and reserves conference rooms as directed by the Core Clerkship Program Director or Associate Core Clerkship Program Director. Coordinates VA and region-wide medical student didactic training sessions, scheduling rooms or venues, providing direct technical support, publishing and distributing relevant training aids and assisting with questions or inquiries related to the event. Manages all TMS compliance for all WOCs currently assigned to the Medical Service. Escalates TMS training deficiencies to appropriate leadership as specified by policy. Coordinates with facility TMS Domain Manager to implement tracking and reporting of training requirements for WOCs assigned to Medicine Service. Prepares or provides training resource guides, handouts or other reference material related to TMS and GME program training requirements for new WOCs assigned to Medicine Service. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: PD92070O Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/27/2023. 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-5 or higher. 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. GS-7 You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 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 organization's mission and operating programs, support organizations and functions, as well as specific techniques and analysis, to promote efficiency and effectiveness of the programs. Knowledge of duties, priorities, policies, regulations, commitments, and program goals of the Chief, Medicine and Medical Center staff to perform assignments of non-routine nature related to administrative support of the Service and the Medical Center. Knowledge of the functions and organizations of the service, Title 38, and the various VA medical programs, regulations, manuals, circulars, and bulletins. Knowledge of reports, reporting data, and submission dates for timely submission of the reports in Patient Care Administrative Service. Knowledge of grammar, spelling, punctuation and required formats. Skill in computer software, Microsoft Office Suite, and the use of Vista Operating System and its various functions. Skill in communicating with subordinate offices concerning the general clerical and administrative procedures of Medicine and the Medical Center. Ability to use tact and deal effectively with a variety of residents, fellows, and medical students. Veteran Service Officers, Congressional staff personnel, officials of other federal, state, and local agencies, Medical Center staff, and the general public in answering calls, greeting visitors, and accomplishing the mission of the Medical Center. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 1 full year of graduate level education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work and be directly related to the duties of this position or have completed a 4-year course of study leading to a bachelor's degree and have superior academic achievement (S.A.A). S.A.A. must have been gained in a curriculum that is qualifying for the position to be filled and demonstrates the knowledge, skills, and abilities necessary to do the work and be directly related to the duties of this position. TRANSCRIPTS REQUIREDS. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate education to meet the requirements for the GS-07. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsManages 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: This position is mostly sedentary; however, some walking bending, and stooping is required. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA Northeast Ohio Healthcare System 10701 East Boulevard Cleveland, OH 44106 US
• Name: Andrea Johnson
• Phone: 405-219-7077
• Email: [email protected]