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 Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD20C850 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): 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, 01/08/2024. 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-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 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: 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. You will be rated on the following Competencies for this position: Computer SkillsConflict ManagementContract AdministrationInterpersonal SkillsQuality Assurance 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: 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. 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 Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Asaph Blodgett
• Email: [email protected]