The Northport VA Medical Center is currently recruiting for a Program Support Assistant for the Medical/ Surgical team. This Program Support Assistant (PSA) will be responsible for initiating and carrying out a variety of administrative and clerical duties associated with support of the Ophthalmology clinical staff and the patient-related functions that correspond to those duties.

Duties

Duties include but are not limited to the following: Provides full staff administrative assistance and performs clerical operations for the Associate Chief, Medical/ Surgical (Med/ Surg) in the management of multifaceted clinical programs of Nursing Service based on defined objectives, priorities, and deadlines. Maintains a filing system that is systematic according to current VAMC regulations for promoting easy file retrieval. Coordinates Med/Surg Clinical Staff, Meetings and Committees chaired and co-chaired by the Associate Chief, Med/Surg, and other committee meetings. Coordination includes working independently in the development of agendas based on the information and data gathered, coordination of meeting schedules, effective communication with committee members involved, accurate recording, typing, dissemination of the minutes, and coordination of follow-up actions as appropriate. Coordinates and processes a wide variety of transactions subject to different sets of rules and regulations independently. Serves as an expert resource to ensure accurate information is provided to employee upon request. The transactions include but are not limited to the disbursement of various funds such as Contract Control Point, Equipment and General Post Funds to ensure that allocations processed conforms with the VAMC policies and regulatory requirements. The coordination includes but is not limited to tracking awareness of funding, verifying contracts for accuracy prior to submission for approving official for signature to ensure that the numerous and varied guidelines are adapted and applied: Seeks assistance if existing guidelines cannot be applied to assure accuracy. Processing of funds requires the incumbent' s interpretation of the regulatory and procedural requirements to process unusually difficult and complicated transactions. Utilizes computerized data management programs to maintain accurate tracking records and provides data in a timely manner to the ACNS/Med/Surg for review on a regular basis and for the preparation of required reports. Coordinates the administrative and clinical nursing procedures to ensure a smooth flow of all programs. The programs include, but are not limited to recruitment activities, interviews, and completion of applications, license verification, tracking new candidates and follow-up potential candidates. This coordination includes but is not limited to scheduling meeting times and sites planning agenda's, recording and distributing minutes and acts as liaison between services i.e. HRMS, Planning, EMS, MAS, and PI. Handles both internal and external correspondence to ensure that the correspondence adheres to provided guidelines with considerable independent judgment demonstrated. Compiles and updates data for analysis and prepares local and VISN- wide reports. Independently interacts with all levels of staff within Nursing Service, Employee Education System, other VAMC's, VISN, and outside medical and nursing communities in a courteous, effective, accurate, and timely manner for the purpose of receiving or providing information relating to clinical administration and performance improvement programs, for resolving operating problems, and/or enhancement of customer service. Provides an ongoing report/update to the ACNS/Med/Surg for the smooth operation of the service. Under general supervision, the incumbent exercises a considerable amount of independent judgment to serve as the resource expert on providing multifaceted information regarding the clinical administration and performance improvement activities and resources available. Coordinates travel arrangements and accommodations for ACNS, PCCs and Med/Surg role staff members. Reviews the accuracy in the preparation of applications for continuing education and promotional opportunities to ensure applications adhere to the guidelines set by the internal agencies. Coordinates submissions of annual performance reviews and proficiencies to ensure accurate and timely submission. Assists the ACNS/Med/Surg in systematically assessing clinical, administrative and educational needs_ of the Nursing staff based on self evaluation and performance improvement. Ensures that supplies and equipment are sufficient for efficient routine office functions. Conducts inventory and maintains equipment in working order. Coordinates service CMR. Work Schedule: Monday- Friday, 7:30 am- 4:00 pm Position Description/PD#: Program Support Asst (OA)/PD02264A Financial Disclosure Report: Not required Physical Requirements: Most of the work is performed while seated and is primarily sedentary. However, the incumbent may frequently walk to various areas within the Surgical Service or other offices throughout the Surgical Center, carrying light items such as office supplies and files.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/12/2024. 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-6 position you must have served 52 weeks at the GS-5. 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-5 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 serving as a records liaison for a department, managing records and files; maintaining credentialing files and keep up with communications regarding credentialing. Responsible for following up with providers to return all required credentials, Processing of timecards in conjunction with payroll, administrative and clerical duties associated with support of a department with clinical staff and the patient-related functions that correspond to those duties and providing Customer Service You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsInterpersonal SkillsManages and Organizes InformationTeamwork 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: Physical qualifications required to perform routine work includes the ability to move and carry light items such as office files, papers, manuals, etc. around the office arid between buildings. 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 Northport VA Medical Center 79 Middleville Road Building 200 Northport, NY 11768 US
• Name: Maria Pelow
• Phone: 716-834-9200 X22439
• Email: [email protected]