This position is located at the William S. Middleton Memorial VA Hospital, Madison, WI and is organizationally aligned to the Pathology and Laboratory Medicine Product Line (P&LMS). The primary purpose of this position is to perform administrative support assistance and to improve the effectiveness and efficiency of service programs and operations to the Laboratory Manager. Provides back up services and works closely with the other Administrative Support Assistants.

Duties

The incumbent provides administrative support to improve the effectiveness and efficiency of P&LMS programs and operations. Independently prioritizes multiple, diverse tasks, and projects. The incumbent is actively involved in the day-to-day operations of the P&LMS and long-range planning to provide efficient and quality service to the lab. Incumbent supports onboarding process for new employees (including WOC (without compensation) and Fee Basis employees), Fellows, Residents and Students who are assigned to all the service lines within the Pathology & Laboratory Medicine Service. Incumbent is responsible to check/monitor the National Automated Response System (NARS). NARS is the phone system that veterans call into when they dial the VA, this system is more responsive to the needs of the veterans and allows employees to answer questions much more quickly and accurately. The incumbent serves as a Records Liaison and works closely with the facility Records Manager. Incumbent is responsible for full implementation of the records management program within the Service Line. Incumbent performs Systematized Nomenclature of Medicine (SNOMED) which is a multilingual health terminology standard used for the electronic exchange of clinical health information. When implemented in Electronic Heath Record software applications, SNOMED can be used to represent clinical information consistently as an essential part of producing electronic health information. Serves as the point of contact for EIL Management, which includes tracking, scanning, and tagging of all Pathology & Laboratory equipment. Maintains and revises the office filing system. Providing and/or coordinating a wide range of specialized administrative support to all the departments within Pathology and Laboratory Medicine Service (PLMS) by independently addressing a wide variety of issues or situations common to the programs or functions supported. Incumbent is responsible for receipt and proper distribution of referral received clinical test results from third party reference laboratories; from multiple referral sites. The incumbent will track and follow up on referral results to ensure timely documentation. Receiving information from office personnel for needed supplies or services. Coordinates the purchase of all office supplies through the facility logistics personnel. Uses the government purchase card for Stat; and non-contractual Referral services, needed for Path, for approved services. Monitoring fund control points and ensuring that purchase card funds are available to cover charges for all items related to expenses of the Pathology & Laboratory Medicine Services. Schedules and coordinates all appointments as requested or as needed for meetings, interviews or conferences, based on daily involvement and knowledge of the P&LMS operations, activities, priorities and/or personal preferences including selecting mutually satisfactory time, reserving meeting areas, notifying participants, and preparing reports of the proceedings. Receives telephone calls and personal visits from VA officials, accreditation inspectors, other government agencies, community agencies, staff and various personnel of the Medical Center, VISN, other VA facilities, and patients and their families. Handles requests for information and resolves or assists in resolving a variety of complaints made by staff, patients, and their families, provides information to inquiries upon determination of that the release of information is appropriate. Reviews all correspondence prepared for the Laboratory Manager's signature of approval for format, procedural compliance, grammatical accuracy, and neatness. Routes all incoming station memoranda and professional service memoranda to appropriate areas. Informs laboratory staff of pertinent policy and regulation changes. Must track items and turn-around-time. Initiating travel orders at the request of employees, preparing travel advance requests when necessary, facilitating arrangements for government usage, and coordinating special travel arrangements for quests that are invited to attend meetings, reviews, or studies. Incumbent serves as timekeeper in VATAS system for the Pathology and Laboratory Department. Performs other duties as assigned. Work Schedule: Full time, Monday through Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD133270 Relocation/Recruitment Incentives: 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, 11/24/2023. 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 7 position you must have served 52 weeks at the GS 6. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintaining budget assignments and verifying budgetary data including the interrelated steps involved, collecting and managing data including the steps involved to resolve both standard and nonstandard transactions, tracking progress in meeting basic program policy objectives, collecting factual information and the steps involved, and making administrative decisions and elevating issues to higher levels. TYPING PROFICIENCY: This position requires the ability to type 40 WPM. Preferred experience: Knowledge/experience with Vista/CPRS, medical terminology, purchase card ordering, VATAS timekeeping, computer entry of patient records. You will be rated on the following Competencies for this position: Attention to DetailCustomer Service (Clerical/Technical)Manages and Organizes InformationTechnical Competence 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 predominantly sedentary. Walking, standing, bending, and carrying of light items such as papers, charts, reports, and files is regular & recurring. 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 William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Melanie Wielochowski
• Phone: 414-384-2000 X43465
• Email: [email protected]