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. 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: orders and maintains necessary level of needed forms and office supplies; maintenance of office records and files; Compiles data for reporting purposes; experience inputting data into a computerized database; experience recording and managing physical items such as donation; and utilizing interpersonal communication skills which foster effective working relationships. NOTE: 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. 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. Physical Requirements: The work is primarily sedentary but involves walking around the medical center to check for resident VA time and attendance and conduct attendance spot checks for services using "by exception" attendance checks. Typically, the employee sits comfortably at a desk to do most of the work. However, there may be some walking; standing; bending; or carrying of light items, such as papers. No special physical demands are required to perform the work.

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.

Contacts

• Address Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Erika Weisbrod
• Phone: 680-216-8337
• Email: [email protected]