This position is located in the Pharmacy Program of the James J. Peters VA Medical Center, Bronx, New York, and acts as a program support assistant, under the supervision of the Chief, Pharmacy Service, in a large clinical, teaching, and research medical center with a large outpatient activity.

Duties

Some duties of the position are listed below: Maintains records of mandatory facility-wide education programs and reports progress and completion to Chief, Pharmacy Service and supervisors. Tracts continuing education performed by pharmacy staff. The incumbent will be responsible for ensuring that training requirements are completed in a timely fashion and documentation of training is appropriately entered into the TMS system. The incumbent will keep abreast of the latest employee development opportunities offered and encourage employees to take advantage of these courses. In addition, staff research projects will be recorded for reporting serviced-related activities. Coordinates with Clinical Coordinator department education programs. Incumbent is charged with the responsibility of tracking and monitoring quality improvements and medication errors for the service. Provides assistance with the data required for quality improvement reports. (This includes workload, customer service surveys, complaints, system improvements, etc.). Prepares routine reports that meet JCAHO and Service requirements. Ensures complete documentation of all QA projects is maintained and easily retrievable when required. The incumbent provides administrative support to the Chief, Pharmacy Service and Pharmacy Service. Incumbent keeps department managers and supervisors apprised of administrative issues of the service and ensure that issues are resolved in a timely fashion. Provides administrative support to the chief of service, supervisors, and program officials to meet report and project deadlines. The incumbent is responsible for day-to-day administrative needs for Pharmacy Service, to include the Pharmacy resident and student programs. Establishes procedures and systems to insure orderly processing of internal paperwork and reports. The incumbent is responsible for administrative instruction of all new employees after they are hired, and issuance of administrative-specific policy and procedures and applicable memoranda. Maintains competency and annual performance records for service ensuring confidentiality. Submits required reports to appropriate personnel in a timely fashion. Maintains workers compensation and light duty assignments paperwork ensuring confidentiality. Incumbent is responsible for recognizing, responding, and resolving inquiries or complaints. This may be accomplished verbally or may require the preparation of informal/formal correspondence for signature of Chief, Pharmacy Service. Incumbent functions as timekeeper for the Program Service. Incumbent must be knowledgeable in timekeeping rules and regulations and is well informed of current changes impacting pay and allowances. Incumbent is charged with the responsibility of tracking, monitoring, and maintaining all policies and procedures. Alerts key professional/clinical personnel when policies require updating. Prepares correspondences of a confidential nature for Chief, Pharmacy Service and/or managers/supervisors such as memorandum, letters, and/or congressional responses within time frames established. Independently editorialize articles to improve clarity of communications. Serves as the backup for the Investigational Pharmacist in preparing bills, drafting statements and bill of collections, and accounts for pharmaceutical services rendered supporting investigational studies. Statements requiring fiscal reconciliation will be submitted in a timely fashion for collection and review. Opens and distributes service mail to appropriate areas. Ensures Service Chief's outgoing mail is distributed or filed as appropriate. In addition, maintains service chief's calendar and schedules meetings as needed or directed. Orders office supplies for the department maintaining appropriate inventory. Coordinates travel for staff on official business and handles appropriate documentation for travel orders. Performs other duties as assigned or required. Work Schedule: Monday - Friday, 7:30am - 4:00pm Position Description Title/PD#: Program Support Assistant/PD20C850 Physical Requirements: Extended periods of sitting and typing at computer workstation. Position ay also require lifting of moderately heavy items (up to 25 pounds). Requires average agility and dexterity. Endurance of very stressful periods may be required due to uncontrollable workload demands.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-7 grade level: One year of specialized experience (equivalent to the GS-6 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Experience in an administrative support position within a department such as, but not limited to a Program Support Assistant, Secretary, Office Assistant, or Office Clerk performing administrative clerical duties in support of a department's mission. Experience with the use of Microsoft Office tools (Outlook, Excel, Word) and other office automation software and applications. Extensive customer service experience. Comprehensive written and verbal communication skills. Experience with providing administrative assistance to leadership such as a supervisor, manager or chief of a department. Experience preparing reports and briefing leadership. Skill in scheduling various types of appointments, conferences and meetings for leadership. Experience with handling, updating, and maintaining sensitive files for customers. Experience tracking employee time and attendance as well as the completion of training requirements. Experience tracking and maintaining departmental policies and procedures. Knowledge and ability to enter, extract and evaluate customer information via automation systems and computer databases. Experience with ordering equipment and office supplies and maintaining appropriate inventory. There is no educational substitution for the GS-7 level. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Asaph Blodgett
• Email: [email protected]