The VA Northeast Ohio Healthcare System is recruiting for a Program Support Assistant assigned to Medicine Service. The incumbent will provide a variety of administrative, clerical, and analytical support duties directly to the clinical sections including Acute Medicine, Allergy, Cardiology, Endocrinology, Geriatrics, Gastroenterology, Hematology/Oncology, Infectious Disease, Nephrology, Palliative Care, Pulmonary, Rheumatology and Sleep Medicine.

Duties

The Program Assistant duties include, but are not limited to: Administrative, Clerical and Analytical Support Compiles data or information from files; prepares, receives, reviews, and manipulates analyzed data; resents findings after manipulating information in the databases Develops spreadsheets, understands, prepares, and reviews database formulas, stores information, and prepares reports Utilizes a personal computer and software packages to produce a variety of documents, reports, and graph presentations Assists the supervisory management analyst with specific clinical section projects Maintains records related to provider, nursing, and administrative competencies within their assigned clinical section(s) Reviews competency documents closely to ensure proper completion Works closely with the Office of the Chief to ensure all clinical competency documents are maintained and filed within appropriate personnel folders Tracks all components of the competency process to completion Collaborates with the section chief(s) to compile and complete the on-call schedule for off-shift and weekend specialty consultation Reports and Project Support Provides both technical and administrative support to the assigned clinical section chief(s), supervisory management analyst, and the administrative officer Communicates with service chiefs, supervisors, and their staff on Medicine-related issues that are within the incumbent's scope of knowledge Assists in planning for continued audit readiness, by keeping necessary materials and documentation current Disseminates materials and information to keep the medical center staff informed of current issues and regulatory body standards as well as process changes Directs confidentiality of all Medicine-related documents in accordance with laws governing these documents Determines the equipment required to implement new software packages and coordinates these requirements with the appropriate staff within their assigned clinical section(s) Acts as the ADPAC who is responsible for the employees in the service and for any/all VISTA software packages related to his/her service Orders equipment/materials as needed, obtains stock numbers, sources, and other necessary information, and works with Supply Chain Management staff to complete VA Form 2237 or 1358, as indicated-Completes equipment requests (non-contracting) for the clinical section(s) as needed; ensures all equipment requirements are met throughout procurement process Ensures all equipment on the specified electronic inventory lists (EILs) is appropriately inventories each year; reconciles any discrepancies with Logistics leadership-Reads, interprets, and applies directives and instructional material pertaining to administrative practices and procedures to be aware of new, revised, or amended procedures Prepares top level correspondence, reports, formal studies, and analyses in final format-Researches issues and composes correspondence for the supervisor Creates and maintains tracking systems to ensure reports, correspondence, etc., are submitted on or prior to established deadlines-Maintains a calendar of meetings, scheduled leave, and appointments for the supervisor Prepares necessary data prior to meeting times for the supervisor's review Schedules appointments and meetings as requested Serves as a contact person answering calls and notifying individuals for the assigned clinical section(s) Aids with formulation of policy and procedure Assists in requesting and tracking PATS/R and other patient-related inquiries assigned to the clinical section(s); provides support by organizing and reproducing documents at the close of the investigation as needed Makes travel arrangements and ensures that necessary paperwork is completed timely prior to and after travel Serves as the TMS Coordinator for the assigned clinical section(s) and assists other services with TMS issues as they arise Stays current on TMS processes and procedures, attends TMS training meetings, and pulls reports from the program; ensures all mandatory trainings are completed by staff within the assigned clinical section(s) Serves as an alternate timekeeper; keeps current on new timekeeping regulations and procedures and attends the Timekeepers meeting; reports discrepancies/exceptions to the supervisor Processes records of protected staff activities in separate, secure information folders that are not easily identifiable as per regulations-Performs other related duties as assigned Work Schedule: Monday through Friday; 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Telework: Ad-hoc Position Description/PD#: 92218-A Recruitment & Relocation Incentives: Not Authorized Financial Disclosure Report: Not Required Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

In order to qualify for this position, you must meet the following requirements within 15 calendar days of the closing date listed on the announcement: 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-07 position you must have served 52 weeks at the GS-06. 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. 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. Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. In addition to the qualification above you must also have: Specialized Experience (GS-07): You must have one year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the GS-06 grade level. Examples of specialized experience may have been gained in a Clerical or Administrative Support environment and include: providing administrative support, operating a personal computer, using a computer to process and analyze data, sorting and processing incoming correspondence, coordinating with others between various units and offices to accomplish work related projects, analyzing work flow to determine potential problem areas and making recommendations to correct, proofreading documents for grammatical errors, notifying others of pending appointments and meetings, and advising others on processes or procedures. You will be rated on the following competencies for this position: Data Management: Knowledge of the principles, procedures, and tools of data management, such as modeling techniques, data backup, data recovery, data dictionaries, data warehousing, data mining, data disposal, and data standardization processes. Managing and Organizing Information: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. Project Management: Applies principles, methods, or tools for developing, scheduling, coordinating, monitoring, evaluating, and managing projects and resources, including technical performance. Customer Service: Works with clients and customers, including the general public, individuals that work in the agency, other agencies or organizations outside the government to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services, is committed to providing quality products or services. Team Building: Manages group processes; encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals. IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. 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 VA Northeast Ohio Healthcare System 10701 East Boulevard Cleveland, OH 44106 US
• Name: Anastasia Sears
• Phone: 216-791-2300 X42134
• Email: [email protected]