The Lead Program Support Assistant (OA) reports to the Supervisory Program Specialist, having responsibility for planning, implementing, and evaluating administrative and technical support for multiple sections within Operative Care Service at the Malcom Randall Department of Veterans Affairs Medical Center.

Duties

Major duties include, but are not limited to: Distributing and balancing the workload among employees in accordance with established workflow or job specialization. Assuring timely accomplishment of the assigned workload and assure that each employee has enough work to keep busy; articulating and communicating to the team the assignment, projects, problem to be solved, actionable events, milestones, and/or program issues under review, and deadlines and time frames for completion. Estimating and reporting on expected time of completion of work, maintaining records of work accomplishments and time expended and preparing production reports as requested. Instructing employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies. Maintaining program and administrative reference materials, project files and relevant back-ground documents and make available policies, procedures, and written instructions from the supervisor. Training or arranging for the training of team members in methods and techniques of team building and working in teams to accomplish tasks or projects and providing or arranging for specific administrative or technical training necessary for accomplishment of individual and team tasks. Amending or rejecting work not meeting established standards, referring to supervisor questions or matters not covered by standards and problems in meeting performance standards. Monitoring working conditions such as seating, ventilation, lighting and, safety; representing the team in dealings with the supervisor or manager for the purpose of obtaining resources (i.e., computer hardware and software), and securing needed information or decisions from the supervisor on major work problems and issues that arise. Approving leave for a few hours or for emergencies; approving emergency leave for up to three days; eight hours or less for medical appointments; and/or other types of leave as delegated by management. Resolving simple, informal complaints of employees and refer others to supervisor, such as formal grievances and appeals, to the supervisor or an appropriate management official. Establishing a working relationship with Labor Employee Relations to address the appropriate handling of behavioral issues. Accountable for timekeeping and clerical support to the service, consisting of 180 employees across 7 locations within 12 sections. Actively reading and responding to telephone calls, mail, and electronic mail on a daily basis; directing messages, visitors, and phone calls to appropriate staff members based on request; typing memoranda; clinic cancellation requests; supply ordering; and, submitting work orders and other VA forms as necessary. Responsible for the in-processing and termination for assigned house staff at the beginning/end of each academic year. Coordinating with various VA departments and the academic affiliate (University of Florida) to gain security clearance, network and medical record access, PIV badges, training documentation, identification credentials, remote access, and prescribing authority. Planning, developing, and executing a system for providing required reports, including but not limited to: Encounter Action Required Report, Consult Toolbox, VATAS, Clinic Availability, Service Consults Pending Resolution, Workload, etc. Coordinating all house staff leave and maintaining an official leave roster, assuring approval from Senior Accounting at the UF Department of Surgery, Chief Surgical Resident(s), Residency Program Co-Directors, and Associate Chief of Staff/Education. Originating, typing, and distributing notices, conference schedules, suspense log, Saturday rounds memoranda, house staff evaluation forms, and night call schedule. Distributing master rotation schedules and attending rounds schedules. Contributing to the acquisition of supplies, furniture, and equipment to include coordination of requirements with Logistics Service. Preparing and submitting Electronic Permission Access System (ePAS) requests and tracking to completion. Functioning as alternate Talent Management System Administrator for the service, as well as Surgical Service representative for the Controlled Substance Inspection team. Work Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Lead Program Support Assistant (OA)/PD059830 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): 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, 02/09/2024. 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. Typing Requirement: This position requires typing skills. In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. 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: Providing excellent customer service. Planning, implementing, and evaluating administrative and technical support. Acting as Information Manager. Providing clerical support. Planning, developing, and executing a system for providing required reports. Providing timekeeping services. You will be rated on the following Competencies for this position: ClericalCustomer ServiceOrganizational Awareness 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 usually sedentary, but it typically requires walking, standing, and bending, and may require carry of light items such as books, papers, instruments, laptops, and other similar materials. 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 Malcom Randall Department of Veterans Affairs Medical Center 1601 Southwest Archer Road Gainesville, FL 32608 US
• Name: Sarah Brown
• Phone: 407-631-8455
• Email: [email protected]