The incumbent works in conjunction with the administrative staff and personnel of the Battle Creek VA Medical Center Research Program for the purpose of facilitating the routine business of the department and coordinating activities, while providing independent administrative support to the Program Manager and Program Specialist for Research and Development. Organizational Location: Research Program, ACOS of Mental Health Service, reporting directly to the Program Manager for Research.

Duties

Major Duties include, but are not limited to: Program Administration 40%: Serves as the Automated Data Processing Application Coordinator (ADPAC), for the Research program providing technical assistance, records management and training compliance, office automation analysis, and clerical support; identifies resources to resolve program problems in meeting goals and objectives; collecting, compiling, and consolidating data in support of the program, and assisting in the accomplishment of special projects; prepares timely and appropriate correspondence by letter, memoranda, email, telephone or personal communication; maintains electronic appointment calendars, coordinates meetings, and schedules conferences; attends meetings, prepares meeting minutes, and follows up on actions items with appropriate staff members. Tracks a variety of administrative transactions as the documentation flows through the office in both electronic and paper form. Using the computer the incumbent tracks the status of all research protocols and related activities. Incumbent extracts pertinent information from approved documents or input into electronic databases. Maintains a computerized database for tracking purposes. Tracks the progress of each research or quality improvement protocol. Performs other duties and administrative work in support of the office/organization 20%: Composes routine nontechnical correspondence, such as instructions on office procedures, requests for information, and routing of letters of acknowledgment or notifications. Gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Obtains and monitors the use of services, supplies, and/or equipment used in administrative offices throughout the Research Program. Responsible for placing new supply order requests for office supplies to the purchasing team and distributing or storing ordered supplies. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations. Provides advice and guidance on clerical and procedural requirements and instructions to other clerical personnel and/or staff members assigned to the organization. Support of Clinical Staff Involved in Research 25%: Assist with the running of local research protocols as well as data entry; participates in clinical data collection (e.g., recruiting subjects at the BCVAMC), establishes and maintains relationships with BCVAMC staff including attendance at research team meetings, collaborates with the research team to continuously evaluate recruitment strategies and progress as well as assist with data entry, administers study measures as needed. Record Retention Program 10%: Establishes, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Media Relations and Publications 5%: Notifies Veterans Health Administration (VHA) Research Communications of all scientific publications or presentations, upon acceptance by a journal or meeting sponsor, in accordance with VHA Handbook 1200.19. Tracking and submitting of research-related media activities including publications, presentations, or other professional activities. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: This position may be authorized for ADHOC telework. Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/04/2024. 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: 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 recognize and determine which information is or is not relevant to the problem at hand, then discern a course of action based on the knowledge and understanding of the problem; knowledge of duties, priorities, commitments, policies, and program goals of the organization sufficient to perform nonroutine assignments, such as independently noting and following-up on commitments made at meetings/conferences; preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; knowledge of various office automation software processing procedures and function keys to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets; skilled in the use of personal computers, automated office equipment such as printers, fax machines, scanners, paper shredders, and a variety of computer software programs, which include Microsoft Office products (Excel, Word, PowerPoint, Access; etc.). You will be rated on the following Competencies for this position: ClericalCommunicationCritical ThinkingInformation Technology Research and DevelopmentOral CommunicationProject ManagementResearch 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 primarily sedentary. Typically, the employee will sit comfortably and do the work. There may be some walking and/or standing, bending, and carrying of light items like paper or books. No special physical demands are required to perform the work. On occasion, the incumbent may be required to walk or ride in an automobile to various locations on and around the university campus. 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 Battle Creek VA Medical Center 5500 Armstrong Road Battle Creek, MI 49037 US
• Name: Alexander Phillips
• Phone: 317-681-4780
• Email: [email protected]