This position is located within the Nursing & Patient Care Service (PCS) and reports directly to the Associate Chief Nurse of Ambulatory Care at the Butler VA Medical Center (MC). The incumbent performs a full range of administrative work for the Academic Affiliations Office of Education, and the programs managed by that office that include various VA and medical education program, affiliation communications and agreements, educational policies, including disbursement agreements.

Duties

Position Description/PD#: Administrative Specialist/PD024950 Work Schedule: Monday - Friday 7:30 am - 4:00 pm. Major Duties Include. Obtains and processes packets from affiliate. Ensures completeness, acquires additional documents as needed, follows appropriate procedures for routing documents to required offices. Maintains and facilitates communication with medical education programs and affiliate trainees, program coordinators and program directors regarding updated policies and changes pertinent to program management. Communicates with VA trainees, site directors, program coordinators (ADPAC's) regarding updated policies and changes in program management. Reviews and processes affiliation requests, determining which are appropriate to forward for either local or Office of Academic Affiliations approval. Ensures accurate and complete monitoring of educational activity records tracking required for administration of disbursement agreement procedures between the MC and its affiliated Medical Education Programs. Obtain annual roster of trainees from affiliate programs and enter trainees into EARs tracking tool database. Obtain monthly schedules from affiliates/service lines and prepopulates individual trainee schedules into EARs tracking tool so that service lines can monitor daily attendance. Tracks service line completion and submission of EARs tracking tool, assures spot-checking is completed, verifies completeness/accuracy of data, and forwards data to HPE health system analyst. Maintains a database of approved funding and associated cost, notifies funded staff, and act as the intermediary between funded individual s and the ADPCS and Fiscal Service in resolving problems. Individual purchases staff education and training materials when directed by the DLO. Plans, and accomplishes special projects requirements. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Compressed/Flexible: Not Authorized Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/19/2023. 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-09 position you must have served 52 weeks at the GS-07. 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 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1) Assists in the preparation of, review of, and monitoring of VA Butler trainee education budget., 2) Utilize the LEAF Program and work closely with the Chief Financial Officer for VISN and local fund distribution for education., 3) Understanding of various accrediting bodies, their standards, and compliance related to continuing education., 4) Ability to plan, organize, track, and work sufficient to meet multiple demands and deadlines in an interactive and busy environment., and 5) Administrative principles, excel/computer software, and practices sufficient to provide a full range of support to the efficient and effective functions of the office.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Do you have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. NOTE: (Transcripts must be provided in application to substitute education for experience.). OR, You will be rated on the following Competencies for this position: Control of FundsCreative ThinkingDatabase AdministrationDecision MakingEducation and Training 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 involves physical activity typical of an office setting. Bending and lifting educational equipment may be required. Work Environment: The work is typically hybrid position within the office and approved remote work with few hazards or dangers. 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 Butler Healthcare 353 North Duffy Road Butler, PA 16001 US
• Name: Maurice Covington
• Phone: (412) 822-3542
• Email: [email protected]