The Syracuse VA Medical Center has 1 vacancy for a Program Support Assistant in the Graduate Medical Education (GME) Program. Will be responsible for the performance of administrative functions, including but not limited to, federally allowable Human Resources HPT onboarding and Automatic Data Processing Applications Coordinator (ADPAC) duties such as review of application materials, general orientation, preparation of various forms for PIV badges, vehicle registrations, and computer access.

Duties

Major duties include but are not limited to: Serves as the primary interface for correspondence between the SVAMC GME Office, the SVAMC DLO Office, the SVAMC Program Offices, the Upstate Program Offices, the Upstate GME Office, and maintains close collaboration and connection with VA Residency Program Site Directors (VARPSD), VA Program Resident Coordinators (RCs) and other office staff, VA Human Resources (HR) and personnel security specialists, facility PIV Specialists, Dragon dictation staff, and other academic affiliate office(s). Maintains contact, both orally and in writing, with VISN 2 academic affairs, VISN 2 CMO/COS group, VISN 2 Compliance staff, Accreditation Council on Graduate Medical Education (ACGME), the VHA Office of Academic Affairs (OAA), Office of Rural Health (ORH), and VACO regulatory and/or governmental and non-governmental organizations necessary for program management. Creates and administers mailing lists and maintains updated program contact lists (names, addresses, phone numbers, and email addresses, etc.) and email groups for VA program offices and affiliate program offices. The incumbent analyzes program content, develops, plans, and assists in setting milestones to determine consistency with annual and long-range objectives. Assist with developing, modifying, analyzing, and evaluating the procedures whereby residents and the residency programs are administered by the GME Office, organizing the office's operations and procedures. Receives, reviews, analyzes/interprets, and communicates regulations related to trainee and DEO functions, including VA Office of Academic Affiliations (OAA) policies, handbooks, directives, and memoranda, ACGME guidelines, and applicable affiliate policies. The incumbent assists with the development of internal administrative office standard operating procedures (SOPs), designs and implements office polices by assisting with the establishment of standards and procedures, measuring results against standards, making necessary adjustments, and assisting in the completion of operational requirements. Reserves rooms and media equipment for meetings and training sessions. Attends all GME/DEO Office meetings and serves as secretary at department meetings and committees as assigned, takes attendance, maintains attendance records, and operates AV equipment. Cross-trains with other members of the GME/DEO Office staff or any other persons designated by the AO and/or ACOSE/DEO in those primary responsibilities assigned in terms of this position description. The incumbent composes correspondence and reports, prepares memoranda, agendas, schedules, charts, data, contracts, and program materials, and makes recommendations to improve coordination, planning, administration, and management. Utilizes knowledge of computer and database applications to update and maintain resident data and program information including MedHub/AMION (Upstate Medical University's electronic resident scheduling software), the OAA Database, Microsoft Word, PowerPoint, Excel, and Publisher. Assists with gathering data and preparing reports for ACOSE/DEO such as trainee satisfaction, GME Committee Meeting presentations, and reports to OAA on resident and HPT appointment and other statistics. Incumbent will be responsible for annually updating and providing the VA WOC Packet and VA Welcome Letter to the affiliate for posting on MedHub for resident VA form access and completion. The incumbent requests and obtains the Trainee Qualification & Credentialing Letter (TQCVL) from all affiliate Program Offices and obtains appropriate signatures from the Program Director, VA DEO, and/or VA COS/MCD. Work Schedule: M-F 8:00am - 4:30pm Position Description Title/PD#: Program Support Assistant/PD25576A Telework: Not available. Virtual: This is not a virtual position. PCS Appraised Value Offer (AVO): Not required. Financial Disclosure Report: Not required.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2023. 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-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. You may qualify based on your experience as described below: GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: High level organizational skills to orchestrate the various moving parts of the HPT onboarding process simultaneously for up to 1000 HPTs at peak onboarding seasons, and detailed computer skills to initiate new user requests, troubleshoot current user issues, and complete/edit OAA Excel spreadsheets to accurately capture Resident VA time & attendance for affiliate reimbursement purposes. Detailed knowledge of the administrative, logistics, information management, resource management and contracting procedures and work-flow patterns, particularly as they pertain to the tasks required to plan, organize, and administer the GME program. knowledge of fiscal and budget principles and management techniques. An in-depth knowledge of the guidelines, procedures, practices, and terminology relating to the program, personnel, physical distribution, and logistics, within the organization. In depth knowledge of the guidelines, procedures, practices, and terminology relating to workplace automation, supply requisitioning, property accountability, and file maintenance. Editorial skills, knowledge of the automated data bases utilized, technical projects of the GME Program, and the ability to provide accurate policy guidance regarding specialized programs and other program requirements. Extensive abilities and competencies to monitor various fund control points, project short- and long-term fiscal planning and to monitor and resolve problems in accordance with standard operating procedures and established fiscal policies. Possess skills in applying analytical tools and techniques to identify, analyze and recommend solutions to problems in organizational structure, administrative workflow, administrative procedures, automation requirements and communication. Computer skills require a high level of proficiency in Microsoft Office particularly in Outlook, Word, and Excel as well as HPT onboarding systems (Resident Scheduling Systems: MedHub, AMION; New Person File: YourIT New User Provisioning; and YOUR OIT Access Control System: the Electronic Computer Access Request system). You will be rated on the following Competencies for this position:ComplianceComputer SkillsCustomer ServiceTechnical DocumentationWriting 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. 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 Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Erika Weisbrod
• Phone: 680-216-8337
• Email: [email protected]