The incumbent serves as a Program Support Assistant for the Spinal Cord Injury & Disease program at the Syracuse VA Medical Center and reports to the Clinical Support ICC Administrative Officer. The incumbent completes and coordinates a wide variety of administrative and clerical tasks essential to the Spinal Cord Injury (SCI) program.

Duties

Duties include but are not limited to: Incumbent is responsible for timekeeping for the SCI service including VATAS and primary outlook calendar, temp tours, overtime coordination, ensuring provider coverage and compliance of leave requirements as set forth by the Chief of SCI/D; key inventory, maintaining office automation systems, dashboards, and specialized technologic and software applications; placing work orders and providing technical and procedural support of program administration to include problem identification, resolution and training across the service line (e.g. unsigned notes, missed opportunities, Secure Messaging escalation and related items/initiatives). Ordering of clerical supplies and assists with ensuring clinical supplies as requested by outpatient nurses are maintained. Fax maintenance. Assists Chief of SCl and SCI program manager with all aspects of managing the SCI service including setting up meetings, attending and taking minutes at staff meetings, facilitating weekly staff huddle board meetings. Sets up spoke site visits to oversee the clinics outside of Syracuse that the SCI center oversees - in Buffalo, Albany, Bath and Canandaigua/Rochester. Assists the Chief of SCI/D at the Syracuse SCI center in oversight and management of these clinics outside the Syracuse region. The incumbent sets up interviews and coordinates with fellowship applicants, arranges the fellowship visit including all aspects of the stay and coordination of interviews with both the VA and Upstate, maintains evaluations and ensures that the evaluations meet the current ACGME criterion, maintenance and review of milestones on the Med Hub fellowship tracking system including rotations, evaluations, and procedures. Works closely with Upstate and the VA's educational support staff to ensure compliance of the fellowship with all standards unique to each institution including obtaining joint collaboration agreements and letters of support. Attends and offers input on GMEC meetings, updates faculty information in ACGME system, reviews ACGME annual feedback and ensures all aspect of the responses meet required standards as well as assists in actually writing the response. Acts as the NRMP contact for the fellowship match and assists in rank-listing applicants and ensuring program information is up to date. Assists in maintaining the SCI fellowship website and ensuring accuracy and validity of information posted, solicits input from medical staff. Sends out resident on call schedule to providers, arranges for meal tickets, arranges educational lectures for residents with the SCI physicians, assists with IT/biomed issues with computer equipment, maintains resident contact sheets. Assists with organizing rotation information for the residents including current resident experiences and locations they are to serve, rotation guideline and orientation packet. Assists with the coordination associated with setting up baclofen pump implant and referral trials and in the general programmatic coordination associated with the management of the implanted baclofen pump population. Provides programmatic support for multiple aspects of the 3-month acute rehabilitation follow-up clinic that allows the multidisciplinary team to follow up on patients with new spinal cord injury who have completed multidisciplinary inpatient rehabilitation and been discharged from the facility. Work Schedule: M-F 8:00AM - 4:30PM Telework: Not authorized. Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not authorized. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not required. Position Description Title/PD#: Program Support Assistant/PD21Z03O

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/16/2024. 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: Comprehensive and advanced level of knowledge regarding the rules, regulations and guidelines pertaining to their daily duties. Ability to prioritize workload to meet deadlines. Knowledge of appropriate program-related VA regulations, directives and Medical Center memoranda. In-depth knowledge of the capabilities, operating characteristics, functions, preferred office automation software (e.g. word processor, database management, spreadsheets, graphics and presentation, and electronic communications). In-depth knowledge of the program and personnel within the program as well as the MH ICC. Knowledge of, and skilled in, the use of these software applications to create formal documents, reports, charts, graphs, graphical presentations, spreadsheets, and forms in a wide variety of desired formats and styles to meet demand of assignments. Knowledge of the methods and procedures, mission requirements, program goals and objective, regulations, pertinent laws, policies and precedents that govern the administrative operations of the programs. Knowledge of grammar, spelling, punctuation, correspondence preparation and formats to reflect the preferred style and tone of the organization. Ensures compliance with established policies, practices, procedures and controls to prepare recurring administrative status reports, correspondence, and documents. Skills in applying data gathering methods to collect various types of administrative data. Uses current office technologies, including computers, fax machines, and telecommunication devices to complete work efficiently and effectively. You will be rated on the following Competencies for this position: ComplianceComputer SkillsCustomer ServiceTechnical DocumentationWriting 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 environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, or libraries. The work area is an office setting. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Erika Weisbrod
• Phone: 680-216-8337
• Email: [email protected]