This Administrative Assistant (Program Support Assistant) is organizationally assigned to the Surgical Services service line under the direct supervision of the Dental Service Chief at the VA Pittsburgh Healthcare System, Pittsburgh, PA. The incumbent recommends procedures to improve the process by which the Resident Coordinator receives the required documentation to begin the in-processing of new Fellows, and medical students while prioritizing time sensitive actions for all dental residents.

Duties

Duties of the Administrative Assistant include but are not limited to the following? Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of dental residents' rotations within the Dental Clinic. This data is compiled daily in some instances, while other requirements are monthly. Several areas which require such collection and tracking include Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Electronic Permission Access System (EPAS) system requests. Collaboration is required with several entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, and students themselves. Gather's data/information and prepares written reports. Subject matter expert for all fellowship matters. Liaison for incoming residents and is the primary contact person for this position. They track all fellow/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with the UPMC CCM Office of Education GME Academic Manager and GME Department Manager. Identifies process issues in relationship to fellows, and students doing a rotation in the CCSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows and students, or with the Education department of VAPHS as well as the university affiliates. Coordination with Human Resources (HR), Education, and the incoming fellows/students is required to assure appropriate personnel paperwork is distributed and collected on each fellow and medical student prior to arrival and updated on an annual basis. Collaborates with Fellowship directors and ACGME Program coordinators to route and complete fellowship credentialing letters to ensure appropriate credentialing letters/lists are received from each fellowship program on an annual basis. The point of contact for fellow orientation. Ensures compliance with time and attendance requirements for trainees. Validates house staff invoices for accuracy utilizing a variety of methods including logbooks, clinical documentation, and electronic mechanisms. Coordinates with the University of Pittsburgh School of Dental Medicine to onboard the 4th year dental residents, including but not limited to collecting their WOC paperwork, PIV fingerprints, PIV card appointments and requesting Network Access. Distributes and tracks the receipt of DBA (Disbursement Agreement) appointment letters for the Fellows and WOC (without compensation) letters for the Medical Students. Works closely with Medical Staff office as the NPI coordinator to assure person class file for trainees are kept current. Assists in the planning, review, and reporting of information for presentation and use in the Critical Care Meeting and the Critical Care Steering Committee by typing minutes, compiling information provided by others and runs summaries of the department information being presented. Archives relevant data sets in formats usable for later compilation and reporting. Ensures compliance with time and attendance requirements for trainees. fellow invoices for accuracy utilizing a variety of methods including logbooks, clinical documentation, and electronic mechanisms. Invoicing must be validated on training hours, rotation hours, as well as attendance at required conferences monthly and submitted to education. Primary timekeeper of time and attendance for Dental Clinic Staff, Fee Basis Providers. Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as scheduling instructors, classrooms, conference rooms and training materials. Work Schedule: Monday to Friday, 8:00a.m. to 4:30p.m. Telework: Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant/PD02620-0 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/24/2023. 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-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. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating and ensuring completion of all application and/or tracking materials required for Dental General Practice Orientation. Liaison for incoming residents and track student evaluations. Identify issues and recommend process improvement. Serves as a Residency Coordinator. Ensure staff has computer access and prerequisites to practice are up-to-date. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Self-ManagementTechnical CompetenceWork Practices 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 sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving and automobile, etc. No special demands are required to perform the work. 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 Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Carolyn Hrynkow
• Phone: (484) 908-0900
• Email: [email protected]