The Syracuse VA Medical Center has 1 vacancy for a Program Support Assistant in Surgery Service. The incumbent performs a variety of administrative tasks associated with maintaining and supporting the work performed within Surgery Service. Such work includes a variety of administrative functions necessary to the smooth management of an office and ranges from correspondence and information control to tracking correspondence, equipment, supplies, and services.

Duties

Major duties include but are not limited to: Support Services: 40% Monitors employee schedules for office coverage, telephone coverage, call schedules, appointment management, coordinating meetings, etc. - all the duties associated with supporting a specialty. Performs a variety of administrative tasks associated with maintaining and supporting the work performed within Surgery Service. Provides direct administrative and program support to the Surgery ACOS and provides support to the AO on an as needed basis. Performs clerical or technical program support work to the Surgery ACOS and AO in support of the programs of Surgery Service. Coordinates and prepares agendas, meeting minutes, and presentations for VISN meetings for ACOS in VISN role. Assists in collecting and organizing data to perform assignments where both substantive and administrative information must be obtained and furnished. Conducts market research, prepares Independent Government Cost Estimates (IGCE), performance work statements (PWS), business case plans, quality assurance surveillance plans (QASP), checklists for information security in the initiation phase of acquisitions, gap analysis', alternate source plans, sole source justifications. Gathers information and data from multiple sources (DSS, VISTA, VSSC, CPRS, PATSR etc.) to prepare documents and graphs, determine trends, and manage information. Serves as the Timekeeping Official to provide final OT/CT and corrected timecard approvals for transmission prior to and on payroll day. Serves as primary ADPAC assisting staff, contractors and fee basis employees in obtaining computer access and necessary menu/security keys utilizing the ePAS system. Performs training support duties such as the coordination, scheduling, and acquisition of training, the maintenance of training records and files and/or the coordination and maintenance of performance utilizing the Education Tracking systems (TMS). Organizes, maintains, processes, and disposes of routine and confidential paper and electronic files accordingly, MSDS sheets, contingency plans, policies and standard operating procedures, personnel actions, faxes, webpages, and SharePoint content. Data Collection & Tracking Support: 25% Working with the Surgery AGPM and ACOS, the administrative assistant performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Surgery Service program operation. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Responsible for reviewing the encounter, unsigned notes, secure messages, and dictation reports to resolve errors prior to the closing requirements. Tracks/trend errors and provide training/education to improve outcomes on an ongoing basis. Budget/Fiscal: 25% Submits procurement documents for supply and equipment purchases over $10,000.00. Conducts market research, establishes vendor meetings, business case plans, prepares Independent Government Cost Estimates, sole source justifications, VA directives 6550 Appendix A, checklists for information security, and statements of work. Works directly with Biomed and IT to ensure compatibility. performs work involving the collection, compilation, and tracking of data from surgical paperwork documents (Examples: Daily Variance reports, Gains & Losses Sheets, Morning Report Worksheets), VSSC data or any other applicable source in support of all surgical departments. Collects data, performs basic analysis of the data to ensure accuracy and appropriateness of data, ensures data is entered correctly, and generates a variety of correspondence, memorandum, policies, and reports. Human Resources: 10% Serves as the organization's liaison to the Human Resources office. Monitors, coordinates, and provides information to facilitate personnel management activities of the work unit. Serves as the organization's focal point for all personnel management support activities, including recruitment and hiring, position control, security clearance procedures, support staff utilization, etc. Coordinates all activities between the human resources office and Surgery Service as delegated by the Surgery ACOS and/or AO. Serves as the main Works with the AGPM on a weekly basis to review and update labor mapping in the National Labor Mapping Tool. Work Schedule: M-F 7:30AM - 4:00PM Telework: Not Available. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD49259O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/29/2024. 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-07 position you must have served 52 weeks at the GS-06. 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 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 and ability to apply a wide range of principles, regulations, and processes of management with a high degree of resourcefulness, ingenuity, and inventiveness regarding a variety of situations. Knowledge and skills in applying a wide range of methods used to gather, analyze, and evaluate information on administrative processes in order to draw conclusions and recommend appropriate action such as follow up on budget, human resources, accountability, progress note/encounter/undictated reports/patient access, and contracts. Ability to establish workflow methods and principles to determine work to be done and set priorities, make adjust as necessary and meet deadlines. Knowledge of management information systems, principles, practices, and privacy. Data is pulled, reviewed, and analyzed to determine if provider panels can increase, if venue seeing patients are appropriate, if more staffing is needed, and if equipment and supplies are efficient. Data is reviewed per provider in visit types such as face to face, telephone, video, etc. Knowledge of general office automation software, practices, and procedures to design or develop detailed charts and graphs. Competitive level proficiency in typing to accomplish word processing and office automation tasks. Knowledge of the duties, priorities, commitments, basic policies, and program goals of the organization sufficient to perform comprehensive administrative support assignments. Knowledge of the service chief's and ACOS' management approaches and professional relationships sufficient to answer inquiries on his/her behalf on policy and administration matters; and to accurately identify inquiries and/or inquiries for which the responses should best come from the ACOS directly. 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 is mostly sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; or driving an automobile, etc. 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.

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