The position is located in the Department of Veteran Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), VA Medical Center, Medicine Service, Hampton, Virginia. The incumbent serves as a Program Support Assistant for Medicine Service performing a variety of administrative duties which support both the work of the Chief, Medicine Service, Administrative Officer, and Subspecialty Clinics in Medicine Service.

Duties

MAJOR DUTIES: Program Support 75% Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Medicine Service's program operations. Assists in the reporting of data/statistical results of program/project studies such as open encounters, missed opportunities, and no show rates. Organizes computerized data sets and retrieves computerized data from VSSC, PIMS, VISTA, and CPRS. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Investigates and/or analyzes problems, issues, or program requirements. Selects appropriate software types (excel spreadsheets, database, word processing, etc.) to meet office needs based on an understanding of the functional capabilities and limitations of each and the similarities, differences, and integration of the software types. Automates various administrative reports containing data having multiple uses. The incumbent serves as the training coordinator for the service line. Provides orientation for Medicine Service personnel, management, supervisors, ancillary service employees, residents, and students in the use of computer programs and coordinates introductions/meetings with other service lines in the facility. Trains new members of the service line on the computer software, to include Vista (including leave requests), Outlook, CPRS (i.e., orders, progress notes, consults, creating and closing encounters, etc), Vista Imaging, Clinical Reminders. As the Automatic Data Processing Application Coordinator (ADPAC), the incumbent is a resource person and first point of contact for the service's staff in providing instruction, advice, and assistance with Automated Information Systems software and hardware issues. Assumes the role of the service's subject matter expert for the service's package-specific issues in the use of Vista and Office Automation applications. Reviews patches relating to Medicine Service and changes in other software. Incumbent is responsible for assessing the PC/program needs of Medicine Service users and making recommendations to Chief/Administrative Officer for program changes or upgrades. Coordinates repair of existing and new installation of computer hardware. Incumbent provides direct support to the Chief/Administrative Officer for special management projects of various complexities. Performs technical program support work in support of the service line programs of the agency. Posts and maintains assigned Fund Control Point records, bringing discrepancies to the attention of the Chief, or designee, and advises for need of additional funding. Reconciles and verifies invoices, tracks funds to ensure appropriate funds are available, and processes invoices for payment for Dermatology, Internal Medicine, Radiation Therapy and Nephrology contracts. Obtains and monitors the use of services, supplies or equipment for the office. Obtains standard office supplies and services, e.g. publications, stationary supplies, or maintenance of office equipment such as copiers, fax machines, etc. Performs clerical level work to acquire supplies and services to meet the purchase needs of the Medicine Service. Administrative/Clerical 25% Establishes and maintains electronic and/or hard-copy filing and record systems that relate to the work of the organization to include performance indicators, reports, meeting minutes, correspondence, regulations, policy statements, station memos, etc., and organizes the flow of clerical processes in the office. Receives visitors and telephone calls to the office regarding the specialty areas supported and determines the nature of requests and directs callers to appropriate staff, or personally provides the desired information involving routine or procedural matters. Takes requests for appointments with supervisor, checks availability and confirms appointment. Reschedules appointments upon request of supervisor or key staff members. Responds to non-routine as well as routine requests for information, independently addressing matters which are substantive in nature. Schedules appointments for Chief and staff, and makes arrangements for time, participants, and location of meetings. Arranges meeting space and notifies participants of meeting particulars. Attends meetings to prepare and distribute minutes of monthly and quarterly meetings such as, Pharmacy & Therapeutic Committee (P&T), Critical Care Committee, Department, etc. Serves as alternate timekeeper for all Medicine Service time and leave accounts, insuring accurate recording of overtime, leave, authorized absence, and other related matters. Work Schedule: Monday-Friday, 8:00am - 4:30pm Telework: Not Eligible Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD026220 Relocation/Recruitment Incentives: 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, 01/18/2024. 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. Proficiency Requirement: Clerk-Typist, Office Automation Clerk/Assistant and Positions with Parenthetical Titles of (Typing), (Office Automation) Clerk-Typist, GS-2/4; Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade): require 40 words per minute typing speed. 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-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: proficient experience in Microsoft Office 365; communication and organization skill; computer skills or experience as ADPAC (Automated Data Processing Application Coordinator). Preferred experience in the management of Health Professional trainees; managing meetings and taking minutes and records management. You will be rated on the following Competencies for this position:ClericalComputer SkillsInterpersonal SkillsOperating SystemsWritten Communication 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 basically sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers 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 Hampton VA Medical Center 100 Emancipation Drive Hampton, VA 23667 US
• Name: Rita Butler-Trewick
• Phone: (202) 413-4520
• Email: [email protected]