This position is aligned under the Directorate of Surgical Services, under the Office of the Clinical Director, located at the Captain James A. Lovell Federal Health Care Center (FHCC), North Chicago, Illinois.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major Duties: The primary purpose of this position is to perform secretarial, administrative, and program support for the Associate Chief Nurse, Surgical Service and the Chief, Anesthesiology and Perioperative Division. This includes other subordinate staff in the Surgical Service, including both VA and Department of Defense staff, as needed. The Program Support Assistant (OA) has overall coordination responsibilities for the administrative, clerical, and general office work in the Operating Room and Anesthesia Department. Duties include but may not be limited to: Program Support (80%) Serves as point of contact for customers by phone or in person for the Anesthesiology and Perioperative Care Service. Receives visitors and telephone calls and determines through own judgment those which can be handled routinely, referring calls that are appropriate to staff for action if required, and triages all calls for urgency and/or assimilates all information messages and forwarding to appropriate staff in a timely manner. Completes reports from the Operating room including, cancellation reports, Veterans Affairs Surgical Quality Improvement Program (VASQIP) reports, infection rate reports and any other reports necessary with regards to workload within the operating room. Manages reports through Excel worksheets and monitors these reports through late staff and/or patients' decision to cancel a case, late first case starts, infections, and room turnover time. Pulls monthly reports containing information input into the surgical package and/or excel worksheet for discussion at the Facility Workgroup Meeting and the Operative and Invasive Meeting. Documents and completes meeting minutes. Utilizes Vista Surgical package and Patient Integrated Computer Information Charting System (PICIS) and an Electronic Health Record Modernization (EHMR) tool to schedule patients for surgery. Schedules procedures for Electroconvulsive therapy (ECT), Gastroenterology (GI), and Cardiology. Works collaboratively in an interdisciplinary coordinated care delivery model to develop/maintain effective and efficient communication with nurses, surgeons, anesthesiologists, technicians, pharmacy, Lab, patients, and their families. Receives, screens and processes incoming and outgoing materials (i.e., correspondence, reports, memorandum, and other forms of written communication). Prepares correspondence and reports from oral instructions or rough draft. Prepares program reports, policies, forms, schedules, pamphlets, and other administrative reports, and assists in its publication and distribution for a variety of areas. Clerical Duties (10%) Routes patient records accurately and appropriately to be scanned into the patient's electronic medical records via the file room. Ensures office supplies are at periodic automatic replacement (PAR) levels. Participates in team huddles and team meetings, to contribute to the managing and planning of patient care and to provide input in problem-solving on operational issues or procedures. Follows-up on team huddles by sharing information and collaborating with the medical team to assure continuity of care. Timekeeping (10%) Creates, processes, and maintains attendance and leave records, including complex schedules which provide 24 hour per day coverage seven days every week including holidays, full or part time on regular, compressed, flexible, and/or intermittent tours of duty. Enters regular-time, overtime (OT), compensatory time earned and used (CTE/CTU), as well as other types of leave (e.g., authorized absence, court leave, military leave, sick leave, annual leave, etc.). Maintains accurate data and tracks the hours of service performed by Surgical Services staff. Provides technical advice and assistance on pay and leave matters to employees, supervisors, and other management officials. Maintains current and accurate data within the computerized PAID system, communicating changes to Finance and Human Resources Management Services on a timely basis. Reviews the bi-weekly exception reports and notifies the T&L Supervisors, or Nurse Managers of needed leave requests. Maintains the confidentiality of all employees PAID information and independently coordinates with the payroll office to resolve any problems and discrepancies that may arise. Maintains the electronic on-call schedule through the VISN 12 On-Call Scheduler Generator, ensuring all entries are recorded accurately and updated as often as necessary. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30am - 4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Financial Disclosure Report: Not Required

Requirements

Qualifications

To qualify for this position, applicant(s) must meet the following: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. AND SPECIALIZED EXPERIENCE: Requires at least one (1) year of specialized experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the Program Support Assistant (OA) position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-5). Specialized experience includes providing administrative support by utilizing office equipment and automated software to prepare a variety of correspondence; scheduling appointments and meetings; performing timekeeping duties; and answering phones. (Resume(s) must clearly support the duties and experience required for this position. We will not make assumptions regarding experience.) You will be rated on the following Competencies as part of the assessment questionnaire for this position: ClericalCommunicationsComputer SkillsManages and Organizes Information IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items such as paper and books. 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 Captain James A Lovell Federal Health Care Center 3001 Green Bay Road North Chicago, IL 60064 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]