The incumbent functions as the Program Support Assistant in the Executive Office of the Medical Center Director. He/she supports the Director, Associate Director and Chief of Staffs offices, as assigned by supervisor.

Duties

Performs work involving the collection, compilation and tracking of various types of data and statistical information in support of the Office's program operations. Utilizes clinical and administrative VISTA applications to extract data from software packages to prepare reports and charts, as instructed. Uses electronic mail, appointment scheduling, calendar and spreadsheets, etc. Integrates several applications to generate specific working documents, forms and reports. Due to the ongoing work-related e-mail discussions, the incumbent must read and monitor his/her electronic Outlook mail on a continual basis during the course of the work day. Prepares and updates Hospital Center Memorandums, tracking documents through the review and approval process and when completed and signed by the Director, he/she ensures the documents are forwarded for publication Maintains a comprehensive tracking system to assist staff in accurately tracking ongoing projects, commitments, and assignments. Follow-ups on work-in-process to insure a timely reply for Controlled or Congressional correspondence from the Public Affairs office. Reviews documents for conformance with regulations, grammar, format, and special policies of the Office. Prepares presentations, spreadsheets, correspondence, reports and summaries for use by the Senior Management Team at various meetings. Prepares Request for Personnel Action and confirms the Position Description or Functional Statement is current. Schedules various meetings, as directed, using the Outlook calendar function. The incumbent may be required to type minutes of meetings from written sources or voice recordings Serves as Educational Liaison for the front office, maintaining training records and entering data into TMS, as required. Arranges travel as instructed, including scheduling transportation, making hotel reservations. Coordinates travel requirements with Fiscal Service assuring documentation is submitted within appropriate allocations and timeframes. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am- 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD03156A

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/26/2024. 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 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-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: Knowledge of VHA, VISN and Medical Center rules, regulations and policies. Knowledge of office procedures, policies and goals and how they relate to medical center services. Knowledge of the primary functions and responsibilities for the Director, Associate Director and Chief of Staff's office and how they combine with the Associate Director/Patient Care Services, as one senior executive team to manage the medical center. You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsCustomer Service (Clerical/Technical)Planning and EvaluatingStandardsTechnical Competence 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 done is sedentary. Typically, employee sits comfortably to perform the work. However, there is some walking, standing, bending, and carrying light items such as papers, supplies, or books. No special physical demands are required to perform the work. 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 Northport VA Medical Center 79 Middleville Road Building 200 Northport, NY 11768 US
• Name: Alicia Franklin
• Phone: 716-393-8342
• Email: [email protected]