The primary purpose of this position is to provide administrative support to the Education Services Department facility wide tuition program, continuing medical educational program, resource scheduler program, and records management program.

Duties

Duties include but are not limited to the following: Prepare individual activity, recurring series (RS) regular scheduled series (RSS) brochures for several programs. Track attendance, give participants credit through the Talent Management System (TMS), assist participants in printing the correct certificate for accreditation, and then upload documentation to the EES Field Accreditation Services SharePoint site after each activity then run an evaluation report through TMS and uploads to the EES SharePoint for finalization. Attend two national calls for EES Field accreditation Services. Responsible for the agenda and meeting minutes of the quarterly continuing education meeting as well as preparing the overall document for the clinical executive board. Responsible for guidance, decision and scheduling for the entire facility through the Resource Scheduler program under the auspices of the Supervisory Program Specialist. Researches and prepares documents and monitors the contract when it comes up for renewal and to monitor the additional option years to ensure in compliance with proper fiscal close out dates. Maintain and update records in the vendor file. Establishes accounts for staff members, reviews training for accuracy and legitimacy. Prepare records and reports for fiscal to ensure obligations and expenditures are completed appropriately. Create and update the standard operating procedure (SOP) within Education Services, as necessary. Complete the records management electronically and ensure the documents are appropriately recorded for time and when up for disposal. Makes recommendations for process improvement within the department and current processes in place. Makes recommendations for changes in current policies and standard operating procedures. Provide access and guidance to the Shared Folder and File Exchange (SFFX) program that gives access to files and folders in the active directory. Work Schedule: M-F 7:30 am - 4:00 pm Telework: Yes, 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#: Administrative Support Assistant/PD13435O 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, 01/05/2024. 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-5 position you must have served 52 weeks at the GS-4. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of clinical and educational terminology in order to gather, review and analyze data used for developing reports and documents. Familiarity with VHA unique data bases and programs to gather, validate, review and assess data on recurring or special reports. Knowledge of the overall organizational functions and procedures as well as VA administrative concepts and structure. Knowledge and skill to recognize the dimensions of the problems involved and determine information required. Knowledge of office procedures, the filing system and various reference materials such as style manuals, dictionaries, and associated VA memorandum used in maintaining files. Knowledge of grammar, punctuation and spelling to review documents for errors and ensure conformance to procedural requirements. Knowledge of computers and computer software to sufficiently utilize programs such as the timekeeping program, the purchase card program, word processing, data manipulation and other support type programs to accomplish the work of the unit. Works independently, drawing upon experience to address most difficult situations.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. You will be rated on the following Competencies for this position: Critical ThinkingFlexibilityInterpersonal EffectivenessSelf Management 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 is mostly sedentary. The incumbent may sit comfortably to do work; however, there may be some walking, standing, bending and carrying of light items, such as books or boxes of paper (no more than 25lbs). 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Carl T Hayden Veterans' Administration Medical Center 650 East Indian School Road Phoenix, AZ 85012 US
• Name: Rosario Donaire
• Phone: 805-744-0271
• Email: [email protected]