The Program Support Assistant (PSA) is the point of contact for the Medicine Office within the Minneapolis VA Health Care System (MVAHCS), providing administrative support to the Chief of Medicine, Assistant Chief of Medicine, Residency Associate Program Director, and multiple Clerkship Site Directors. Responsible for answering phones, screening/prioritizing calls, greeting/screening visitors, scheduling meetings, booking rooms, and assisting other staff as needed.

Duties

Major duties include, but are not limited to: Generates weekly ward schedules, medicine/cardiology call-schedule from chief residents, and attending schedule from Assistant Chief of Medicine. Modifies schedules as needed and ensures they are accurate and available on the shared drive and in the Medicine Office. Answers questions and attends to matters requiring complete and non-technical knowledge of the Medicine Office as well as the hospital. Maintains data entries in the MIN Clinical On-Call calendar for Hospitalists and Hospitalist/Surgery Co-Manage Team. Serves as backup for numerous calendars in Primary Care & Specialty Care (PC&SC) ICC. Maintains files for onboarding, computer access and other documents for the medicine interns, residents, fellows, and staff physicians in the ICC. Acts as the lead manager and sponsor for medical students and physician assistant students in the USAccess Program powered by Perspecta Assured Identity to provide PIV and PIV-I badges to students and WOC (Without Compensation) trainees. Serves as the lead POC for medical and PA students for USAccess program issues. Serves as backup manager, sponso, and POC for all interns, residents, fellows, and employees in the PC&SC ICC. Compiles and sends program materials to students, serving as the point of contact for any student and university questions, the distribution and collection of feedback forms, and coordinating meetings with MED 7500 physician Site Director (a VA staff physician who has a UMN faculty appointment). Runs reports and matches to ensure evaluations are synced accurately. Performs as the lead ADPAC and TMS Administrator for medical students and PA students, acting as the key between the end-user and IT department. Documents timekeeping for the residents in the wards and consult rotations. Composes meeting minutes and letters of acknowledgement to confirm and verify information presented at meetings and appointments. Stays abreast of VA and VISN policy and procedure changes. Tracks reports received and distributes them to appropriate sections. Performs other duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for Ad Hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD608020 and PD608030 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/20/2023. 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. 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: GS-6: 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. Specialized experience includes: Using a variety of computer software systems including but not limited to VISTA, CPRS, Microsoft products, and WebEx sufficient to create, input, and extract data; Producing accurate and up-to-date reports for leadership; Scheduling appointments, maintaining files and records, and producing documents; Using medical terminology and ensuring accurate and precise information is given to all customers. GS-7: 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. Specialized experience includes: Using a variety of computer software systems including but not limited to VISTA, CPRS, Microsoft products, and WebEx sufficient to create, input, and extract data; Following the rotating duties of grand rounds and attending and maintaining accurate schedules; Producing accurate and up-to-date reports for leadership; Scheduling appointments, maintaining files and records, and producing documents; Using professional communication skills to maintain relationships with external stakeholders. You will be rated on the following Competencies for this position: Computer SkillsCustomer ServiceEducation and TrainingFlexibility 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. 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 Minneapolis VA Medical Center One Veterans Drive Minneapolis, MN 55417 US
• Name: Amanda Martin
• Phone: 313-576-3024
• Email: [email protected]