The VA Northeast Ohio Healthcare System is recruiting for a Program Assistant. The Program Assistant will function in Primary Care Service.

Duties

Residency and Fellowship Program Support Receives, reviews, and screens all incoming correspondence to the WOC Program Office, determining and ensures proper disposition to appropriate assigned Primary Care Staff. Researches any previous correspondence or background material on subject matter and forwards with correspondence to assist in drafting a response. Serves as liaison for all WOC COE programs operating under Primary Care Service at VANEOHS. Establishes and maintains all files electronically pertinent to the WOC program in a standardized manner consistent with the Medical Center's File Plans Files and maintains all records related to the residency programs, electronically if permissible. Reviews Record of Control Schedule (RCS 10-1) to monitor shipping, shredding, and storing of correspondence IAW Medical Center policies. Completes all required timekeeping for residents, and medical students utilizing the EAR system. Acts as a backup timekeeper in VATAS for other time & leave groups as specified by the supervisor. Oversees onboarding process for all residents' students and ensures that all requirements are met. This includes, but not limited to, all appropriate access requests, PIV, obtaining access and verify codes, CPRS keys and menus. Ensures that any issues with onboarding for the WOC program are addressed promptly through the appropriate parties. Oversees in-processing and out-processing clearance for all residents and medical students to include completion of the formal clearance process through fiscal. This includes ensuring that all government furnished equipment is turned in, PIV is destroyed, all keys are returned to the service, all clinical documentation is complete, any debts are addressed. Managing all the Continuing Medical Education (CME). This includes contacting participants, requesting, reviewing, submitting disclosures, and entering information into the CME portal as needed. The incumbent will perform work involving the collection, compilation and tracking of data and statistical information in support of the residency and fellowship programs for Medicine Service. Assists in planning, reviewing, and reporting data and statistical results from the residency and fellowship programs. Performs a basic analysis of this data and generates a variety of reports from the data. The incumbent is responsible for coordinating this incoming data from a variety of sources, reviewing reports and applications for inconsistencies or errors and ensures data entry is complete and accurate. Core Clerkship Program Support Contacts, prepares, and organizes all necessary trainings in advance of scheduled orientation days. Responsible for creating orientation packets for new medical students. Oversees onboarding process for all medical students and ensures that all requirements are met. This includes, but not limited to, all appropriate access requests, PIV, obtaining access and verify codes, CPRS keys and menus. Ensures that any issues with onboarding for the program are addressed promptly through the appropriate parties. Training Compliance Manages all TMS compliance for all WOCs currently assigned to the Primary Care Service. Identifies new WOCs coming into the service, ensures TMS reflects the appropriate supervisor and oversees completion of any impending or overdue trainings. Escalates TMS training deficiencies to appropriate leadership as specified by policy. Ensures that any assigned TMS training affecting compliance or access is addressed with the trainee, Chief Resident, Fellowship Coordinator and ultimately Program Director for completion. Coordinates with facility TMS Domain Manager to implement tracking and reporting of training requirements for WOCs assigned to Primary Care Service. Prepares or provides training resource guides, handouts or other reference material related to TMS and GME program training requirements for new WOCs assigned to Primary Care Service. 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Assistant/PD930920

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-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. 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 Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. 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-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: Screening phone calls to determine the nature and referring to appropriate staff; solving complaints, presenting and gathering information; monitoring and analyzing administrative reports; providing administrative support to daily operations; scheduling and running reports; assisting management with all aspects of scheduling; reviewing documents for accuracy of grammar and punctuation; knowledge of VA rules and policies. 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 requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items 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: Jason Wiard
• Email: [email protected]