The primary purpose of this position is to serves as a Program Assistant under the supervision of the Assistant Patient Administration Service (PAS) Chief. The position encompasses a wide range of duties related to PAS to include but not limited to the Data and Training Team programs, Clinical Profile Management, and overall PAS assistance.

Duties

The Program Assistant provides direct support to administration to the Assistant Chief of PAS, as well as the PAS Supervisors, as needed. The position provides a wide variety of administrative support duties in support of overall administrative functions such as timekeeping, data management, clinical profile support, mail and e-mail communications. Duties include, but are not limited to the following: -Collects, compilates, and/or tracks any needed administrative data/statistical information which is entered into the Patient Administration Service excel spreadsheets or TEAMS channels to maintain current information. -Assists in the creation and distribution of monthly, quarterly and or semi- annual reports. -The incumbent has a working knowledge of Microsoft programs such as: Word, Excel TEAMS, etc. to maintain information and statistics and to prepare results in the prescribed manner of reporting. -Devises and maintains an internal control system for correspondence and maintaining a filing system for information pertaining to data analytics, clinic profile and administrative matters as it relates to issues needing to be addressed by PAS leadership/ Asst. Chief. -Responds to suspense items and triages communications/inquiries received by email, phone, Secure Messaging, mail, and in-person requests to determine urgency and subject matter. S/he will provide exemplary customer service and attempt to resolve all matters as effectively and efficiently as possible. -Conducts EIL management to include (scanning of equipment, processes turn-ins). Manages an inventory of expendable and non-expendable items. -Serves as the PAS primary purchase card holder. -Serves as the PAS backup Records Liaison- Medical Records Management. The incumbent coordinates work of the office with work of other offices and recognizes the need for coordination in various circumstances. Interacts with stakeholders (Human Resources, Supply Chain departments, PAS Administrative team and Directors Office) to balance administrative, position management and customer service issues/ to meet the priorities and needs of our Veterans. This includes, but is not limited to. -Logistics - Electronic turn-ins, electronic work orders, report of surveys, EIL Lists, scanning equipment, ordering of office supplies as needed by the service -Education - TMS Administration, education & continuing education Requests -Fiscal - VATAS timekeeping (Primary PAS timekeeper). -Human Resources - HRsmart processing, coordinating processing incoming and outgoing PAS staff - HRsmart processing, coordinating processing; -Directors Office- Tracking and coordinating internal/external suspense items and/ or correspondences. -Travel - CONCUR liaison/Superuser. -Patient Administration Services - Assist clinical staff with support of veteran needs. -Environmental Management Services - Housekeeping issues. The incumbent possesses excellent communication skills and familiarity with various computer programs, including Microsoft Office Suite. A high degree of discretion is required due to frequent access to confidential employee and health care system information. Good judgment is required in the course of any day to make independent, appropriate decisions, sometimes under urgent circumstances. The incumbent must adhere to all Veteran and staff administration privacy and information security rules. The incumbent is required to manage and resolve requests for information from internal and external entities. The incumbent interfaces with staff and patients in an efficient and compassionate manner. -Assists in maintaining stock of office supplies in the support of staff within PAS. -Supports the office in general tasks such as answering phones, faxing, copying, typing correspondence, memos, forms and file maintenance to include miscellaneous coverage for PAS. -Attends and scribes for the Scheduling Meeting. -Serves as a primary timekeeper -Conducts market research on product pricing and performance on purchase card orders. -Other duties as assigned by supervisor. Competence Assessment Checklist: The employee must be able to demonstrate the knowledge and skills necessary to complete the duties of the position. Such knowledge and skills are identified in the Competence Assessment Checklist of the position and include knowledge and skills in: -Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. -Maintenance of confidentiality of patient/employee information, electronic and print. -The Hospital performance improvement program. -How to work and function in the Hospital in a safe manner, including infection control and the correct operation of equipment. Work Schedule: Monday-Friday 8:00am-4:30pm. Virtual: This is not a virtual position. Position Description/PD#: Program Assistant/PD234670 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, facility applicants must meet all requirements within (30 days) of the closing date of this announcement. All non-facility applicants must meet all requirements by the closing date of this announcement, 10/12/2023. MOST CURRENT SF-50 (YEAR 2022 - 2023) MUST BE SUBMITTED WITH YOUR APPLICATION PACKAGE. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. 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. NOTE: SPECIALIZED EXPERIENCE MUST BE WELL DOCUMENTED AND DETAILED IN YOUR RESUME. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. 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: Experience with timekeeping; Performs budget, purchasing, records and files management, property accountability, travel, and reports; answering and directing phone calls, greeting and directing guests, organizing meetings and conferences, and maintaining scheduling calendars; coordinating, initiating, and responding to actions required using various database or spreadsheet; projected upcoming year, costs and prepares related supporting documents; Reviews all requests for training, overtime, travel, awards, etc. for accuracy and completeness; makes arrangements for government usage, and initiates all airplane, hotel, and rental car reservations; Prepares correspondence, from digital drafts documents and brief notes. Responsible for proper spelling, grammar, format, and arrangement of material. You will be rated on the following Competencies for this position: ClericalLeadershipPlanning and EvaluatingStrategic Thinking 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. Preferred Experience: Experience in timekeeping using VA systems, experience using office automation equipment (computer, keyboarding,printer/fax, experience using Microsoft Office. 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. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts, etc. No special physical demands are required to perform the work. 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.

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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Frankie Fessler-Boylan
• Phone: 515-868-4959
• Email: [email protected]