The incumbent provides administrative/clerical support to the Geriatric and Extended Care Service including the Palliative Care Team. Based on a good working knowledge of the organization and substantive programs under the supervisor's control, the incumbent resolves problems associated with the data analyses, administrative and clerical work of the office and provides a complete range of program support.

Duties

Major duties include, but are not limited to the following: Performs work involving the collection, compilation and/or tracking of data and statistical information in support of the organization's program operations. Assists in the planning, review and reporting of data/statistical results of programs/project studies. Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track items such as project progress reports, compliance strategies etc. Prepares, executes and/or tracks program specific information which includes, but is not limited to palliative care/hospice agency invoices, screening committee requests and responses for inpatient Community Living Center (CLC) programs(i.e. Long-Term Care, Inpatient Rehabilitation, Short Stay Skilled, Inpatient Hospice, Rehab Medicine, Audiology, Speech Pathology). TMS entries of completed training including safety training presented to staff. Uses software applications to draw information to prepare/assist in preparation of reports. Maintains a variety of files for administrative and professional activities including VA Central Office (VACO) directives, local directives and policies, VACO circulars, administrative and policy manuals, reports, Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Commission on Accreditation of Rehabilitation Facilities (CARF), OPPE, and FPPE for credentialing and privileging files and employee work files. Maintains and manages databases which contain a wide variety of veteran specific information. Ensures that all information is up to date and complies with routing reports which are required by VISN and Medical Center Director. Assists Geriatric and Extended Care Program staff with preparation and submission of any other required forms/information. Provides specialized support to professional staff, and their supervisors. Performs a variety of administrative duties in support of medical center programs regarding the Geriatric and Extended Care Program, including telephone answering, responding and correspondence, placing of work orders, equipment requests, assistance with EIL, and other duties as assigned. Provides assistance to professional and other staff members. Performs proficient clerical and ADP support, ensuring appropriate administrative processes are maintained in the Geriatric and extended care Program including the Palliative Care Team. Maintains accurate paper and electronic files of cases. Compiles regular and special reports including minutes when requested, arranges travel, order supplies, equipment, etc. Receives telephone and visitors in a prompt and courteous manner. Makes appropriate referrals. Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the service. Assists in the acquisition, development and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and reports, agency staff and/or volunteer personnel, and/or needed program equipment such as telephones, computer and printers, fax machines etc. Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences. Maintains an orderly and adequate level of program supplies. Receive screens and directs callers, patients and visitors, answering most questions and completing most business involving established policy or routine matters without referring to the supervisor. Provides information about the organization as well as the Geriatric and Extended care Program. Provides general telephone and visitor referral services. Directs patients, visitor and callers to appropriate staff member based on specific request or by ascertaining the nature of the call. Personally, provides information of a routine nature. Inquiries received require evaluation to determine the most useful and appropriate information, resolve inconsistencies in available information or provide alternatives. Track and in-process medical residents, fellows, students, interns etc. for GEC Svc., Rehab Medicine, Audiology, Speech Pathology, Hospice/Palliative Care etc. To include: Liaison with outside education facilities, TMS, PIV badges etc. VATAS Timekeeper. Performs additional duties as assigned. Work Schedule: Full time, Monday- Friday; 08:00am-04:30pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD91935-A Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2023. 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-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Collection, compilation and/or tracking of data and statistical information in support of the organization's program operations; planning, reviewing and reporting of data/statistical results of programs/project studies; Coordinating incoming data from a variety of sources, organizing computerized data sets and retrieving computerized data; Performing a basic analysis of the data and generating a variety of reports; Reviewing documents, reports and ensuring data entry is complete and accurate; Performing a variety of administrative duties in support of medical center programs including telephone answering and responding and correspondence, placing of work orders and equipment requests; Compiling reports including minutes, arranging travel, ordering supplies and equipment; Receiving , screening and directing callers, patients and visitors; Maintaining Appointments, Calendars and Schedules, coordinating meetings and/or scheduling conferences. Typing Requirement: You must have a typing speed of 40 wpm or more. You will be rated on the following Competencies for this position: Administrative and Management Customer Service Computer Skills Organizational Awareness Preferred Experience: Proficient in the use of software applications (i.e. Microsoft WORD, Excel, PowerPoint, Publisher, VISIO and VA Healthcare software programs (i.e. CPRS, VISTA, VISTA Imaging etc.). Be able to draw information from various sources. Ability to upload medical records of patients from outside community hospitals / facilities into CPRS (VISTA Imaging) via STREEM Fax. 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 majority of the work is performed in an office setting, primarily while seated. The position requires some standing, ambulation, bending and carrying of such items as papers, office manuals and supplies up to 20 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 John D Dingell Department of Veterans Affairs Medical Center 4646 John R Street Detroit, MI 48201 US
• Name: Blandine King
• Phone: 313-204-6578
• Email: [email protected]