The primary purpose is to provide logistical and administrative support to the MSL Specialty including, Employee Occupational Health Program (EOH).Performs a wide variety of administrative and or clerical tasks associated with maintaining and supporting the work performed within MSL clinical departments.

Duties

Works closely with the clinicians and provides assistance that facilitates the efficient functioning of the program. Performs other administrative and/or secretarial duties as assigned by the Chief Clinical Medical Director. Performs typing, and office automation at or above the established minimum proficiency level. Receives, schedules, refers, and contacts new and existing members of the program and healthcare system staff. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information. Screens visitors to the EOH and makes referrals to the appropriate resource as needed. Screens calls and personally answers calls when the requesting information concerns routine and procedural requirements. Screens all calls to the EOH and dete1mines if the call requires the attention of the clinician. Supplies the requested information when the question concerns information the employee is familiar with and can easily obtain. Provides flexible, yet effective, calendar maintenance services. Schedules and arranges meetings as requested and provides administrative details. Independently schedules appointments for EOH and associated staff based on knowledge of preferences and current commitments. Maintains the appointment calendars, schedules appointments, reminds staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Processes incoming and outgoing materials such as correspondence, reports, memoranda, release of information and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, replies to inquires and develops standard or form letters or electronic/email versions. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Researches files and assembles background information on the subject of incoming material prior to referral. Sorts mail for and distributes appropriately. Performs typing work from written material on computer fo1mat using word processing software and equipment. Integrates several types of software to generate specific working documents and forms such as spreadsheets, Excel spreadsheets, Teams spreadsheets, database, word processing, graphics and other similar products. Selects appropriate system, application, and format. Serves as the program's liaison to the purchasing/procurement office to arrange for, monitor and secure equipment, services, and products. Obtains and monitors the use of services, supplies and/or equipment for the office. Requests replacements for outdated office equipment/supplies by identifying the outdated items, gathering relevant info1mation or requesting office equipment or supplies. Plans and establishes office control systems such as those for the control of the location, security, arrangement, access to, and use of office files. Reviews all records and documents for completeness and accuracy. Files information pertaining to employee medical records and appropriate location. Maintains Employee Folders using proper filing methods. Identifies files associated with separated employees and refers such files to the appropriate Human Resources Management Service staff on a periodic and timely basis. Performs training and support duties such as coordination, scheduling of training. Provides training, advice, and assistance to healthcare system employees and/or supervisors in regard to completion or required rep01is or claims pertaining to state, federal, and Medical Center regulations, and policies (e.g. OSHA, Department of Labor, and Office of Workers' Compensation). Provides training and assistance, when necessary, to healthcare system staff in the use of the VISTA and ECOMP program software. Acts as the program liaison to other Medical Center programs such as Infection Control, Safety, Human Resources, Industrial Hygiene, Emergency Department and others. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the operation. Monitors all established Health screening and surveillance programs. Maintains surveillance and medical evaluation records, notifies employees when they are due for evaluations, and schedules appointments. Prepares, executes, and/or tracks program specific information such as tuberculosis control, blood borne pathogen exposure, worker injury, all medical surveillance programs, volunteer driver exams, and federal police exams. Other duties as assigned. Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD000000 Relocation/Recruitment Incentives: Not authorized

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 Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/30/2023. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization. You will be rated on the following Competencies for this position: Life Sciences and SystemsTechnical CompetenceWriting 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: Intermittent light lifting or carrying of 15 lbs. or less, reaching, pulling, sitting, bending, as well as carrying medical records, office supplies and filing. Work is done primarily in an office setting within the Medical Center. Incumbent works in close proximity to employees and therefore may be exposed to communicable diseases. 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: Angela Godbee
• Phone: 706-691-3942
• Email: [email protected]