The Marion VA Health Care System is seeking a highly qualified candidate for a Program Support Assistant position in the Chief of Staff's office. This position is located at the VA Medical Center in Marion, IL. The Program Support Assistant performs various administrative and clerical duties to support of the leadership team and service.

Duties

The Marion VA Health Care System is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. Duties may include but are not limited to: Data Collection & Tracking Support: Performs work involving collection, compilation and/or tracking of data and statistical information in support of COS operations. Planning, review and reporting of statistical results related to COS service activities utilizing a variety of software programs and communication tools to input and retrieve data as required. Establishes mechanisms and enters pertinent information into an automated tracking system for administrative tasks, retrieving computerized information using Microsoft Office products and other relevant software packages. Performs basic analysis of collected data and generates a variety of applications or reports for the COS Office. Develop/maintain reports and/or prepare presentations using PowerPoint, Excel, and software packages to create and compile weekly, monthly, quarterly, and annual reports. Tracks and trends issues related to programs under the COS's purview; assists with keeping program staff apprised of problems that might be encountered; participates in performance improvement activities related to enhancing administrative task in cooperation with the Administrative Officer and COS. Responsible for providing data/reports related to the administrative and technical aspects of the program to the VISN 15 Network Office, Central Office or other supervisors needing such data as directed by the COS. Track position vacancies, status of recruitment, assist HSS in preparing Position Management Committee requests, budget requests, and space and equipment requests for the Office of COS. General Administrative Duties: Serves as a point of contact for Medical Center staff, VISN staff, community agencies and various others who contact the COS offices. Assists with proposals/projects that are implemented and participates as assigned for special events connected with the COS programs. Maintains program records, policies, and procedures manuals to meet Joint Commission and VHA standards. Supports the evaluation, analysis and/or control of the records management program. Completes routine records management surveys. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes; provides technical advice and assistance to organizations regarding records management. Receives and screens all telephone calls and acts and/or directs contact as appropriate. Responds to routine matters, answers questions using established business practices involving established policy or standard operating procedures. Maintains suspense files for COS requiring action. Serves as recorder to all COS staff meetings or committees to include SAIL Team Committees. Provides general calendar maintenance through schedules appointments, coordinates meetings and/or schedules conferences; reminds supervisor of the subject matter prior to the meeting, providing all applicable materials necessary, and makes administrative arrangements as required. Schedules supervisor time based on a knowledge of preferences and current commitments. Processes incoming/outgoing correspondence, reports, memoranda, and other form of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, develops standing form letters and replies to inquiries. Screens all publications, directives, and periodicals, and brings those of significance to the and distributes to other members within COS service lines as appropriate or directed. Reproduces/procures local forms; compiles and publishes index of locally produced forms. Responsible for filing and keeping of all pertinent information to support the program. Responsible for submitting supply requests. Plans and/or accomplishes special projects. Conducts extensive research and compilation of data from diverse sources. Extracts and assembles information, conducts analysis, and develops reports or presentations. Identifies, determines training priorities, conducts, and administers training programs, develop training guidance. Work Schedule: Monday - Friday 8:00 AM - 4:30 PM, excluding federal holidays Telework: This position may be authorized for ad hoc telework. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD096380 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/15/2023. 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: 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: Collection, compilation and/or tracking of data and statistical information; develops and maintains reports or prepares for presentations using PowerPoint, Excel, and software packages; track position vacancies and status of recruitment as well as assist in preparing Position Management Committee requests, budget requests, and space and equipment requests; maintains program records, policies, and procedures manuals to meet Joint Commission and VHA standards; provide general calendar maintenance through schedules appointments, coordinates meetings and/or schedules conferences; process incoming/outgoing materials such as correspondence, reports, memoranda, and other form of written communication; edit letters, composes letters and reports, reviews correspondence for accuracy and completeness, develops standing form letters and replies to inquiries. You will be rated on the following Competencies for this position: Manages and Organizes InformationPlanning and EvaluatingTechnical CompetenceTechnical Documentation 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 is partly sedentary but a great deal of walking will be required to all parts of the Medical Center as the incumbent will work with a variety of clinical and administrative services. 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 Marion VA Medical Center 2401 West Main Street Marion, IL 62959 US
• Name: Valerie Spencer
• Phone: 859-285-8677
• Email: [email protected]