The incumbent serves as a Program Support Assistant (PSA) in Internal Medicine Program at the James J. Peters Department of Veterans Affairs (VA) Medical Center, Bronx, New York. The James J. Peters VAMC is a tertiary care facility affiliated with the Mount Sinai School of Medicine. The purpose of this position is to provide Veterans, their beneficiaries, and the Medical Center staff with administrative and clerical support.

Duties

Administrative Organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations, as well as perform a full range of procedural duties, including arranging meetings, requisitioning supplies, arranging travel for conferences/meetings and providing follow up on requests for information. Ensure smooth office operations that support teamwork and generate a positive attitude among the staff; meet, collaborate, communicate, set priorities, and interact with individuals from varying backgrounds and other health care team members in a civil, courteous, professional, and helpful manner to complete job assignments. Interface with personal computer (PC) applications as well as numerous VISTA applications. Perform payroll and timekeeping duties, as assigned, including part-time physician monitoring and reports back to the Chief regarding discrepancies identified. Serve as TMS Administrator: track and monitor mandatory trainings ensuring compliance. Pull TMS reports and provide to Chief. Works closely with the Chief of Internal Medicine with the gathering of administrative data for the completion of Focus Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) and its timely submission. Maintains and ensure compliance with regulatory guidelines, ex; Joint Commission on employee's folders. Assists and support with the recruitment and hiring of employees; ex; submission of SF- 52 in MSS; arranging and scheduling interviews with candidates and follow-up to closure. Completes the complex work of departmental ADPAC, assisting the staff with their PC, online connectivity, remote/telework; hardware, and software needs. Operates various office machines such as copiers, personal computers, fax machine, printers. Serves as PIV sponsor. Works closely with the Chief, Internal medicine to plan and coordinate meetings, set meeting agendas, record meeting minutes. Assists in the coordination of corrective actions to eliminate deficiencies. The incumbent will assist in the coordination of meetings with stakeholders; follow-up on responses and participate in fact finding and reporting back to the Chief. Collects and collates data/information for the completion of Pay for Performance for providers. Performs administrative and clerical activities related to the following programs: Advance Directive, Decedent affairs and serious illness, Community nursing home transfers, Pre-bed care, Fee basis, Admission process, Smooth Discharge process. The PSA refers all questions requiring immediate medical attention to appropriate health care team member, assists with the clerical and administrative processes that are in line with proper patient care. Project Improvement Participates in system redesign/performance improvement projects aimed at improving metrics, such as flow studies, Gemba Walks, presentation and briefings. The incumbent will be called upon to utilize qualitative and/or quantitative methods such as planning, defining, developing, coordinating and advising on administrative requirements for the Inpatient Units which could include Joint Commission, directives, policy mandates and tracking improvements. The incumbent will pull data from Dashboards, trend data in a graph and present to Chief for discussion in huddles. The incumbent will monitor and analyze inpatient quality and safety data from SAIL and CMS regarding hospital-acquired infections, readmissions, length of stay and mortality statistics. Conducts special studies of administrative issues either on their own initiative or as requested by the Chief. Administrative issues could involve elements in Principal duties as listed above. The incumbent will ensure compliancy with regulatory agencies and assist with interpretation and implementation of Directives and/or action items from VISN. At times, the incumbent may need to request clarification of directives and/or action items prior to implementation. Other Assigned Duties: The PSA must have knowledge of standard clerical abilities, such as typing. Investigates problem related to patient care services, reporting such circumstances to the lead or supervisor so that management may be kept abreast of events. Effectively responds to telephone and personal inquiries in a polite manner and complies with customer service policies and guidelines. Report safety infractions, and unsafe work conditions. Collaborates with staff to enter work order requests to facility management for broken equipment, etc. and provides follow up. Orders supplies, maintains office supplies inventory, and maintains bookkeeping to track supplies ordered. Performs Other Duties as Assigned Work Schedule: Monday -Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD19414O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/03/2024. 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. 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 GS-06: 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. Examples of specialized experience would typically include, but are not limited to: Ability to communicate tactfully and effectively, both orally and in writing, when rendering services to customers (patients) from diverse backgrounds to meet program objectives Knowledge of office administration, correct grammar, spelling, punctuation and required format of VA Correspondence, reports, etc., and ability to interpret complex written procedures; Skill in word processing and other software such as database (e.g., Excel, MS Word, Outlook) programs and charting and graphing of data. Experience managing records and file of creation and maintenance of staff and/or patients, scheduling appointments, knowledge of medical terminology. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationComputer SkillsCustomer Service 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: This position requires visual acuity, keen hearing, clear distinctive speech and manual dexterity. The work is primarily sedentary with various amount of walking, stooping, sitting, standing, bending, pushing, pulling and carrying light items such as medical records and/or files. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Kelli Bencic
• Phone: 716-458-6982
• Email: [email protected]