The primary purpose of this position is to perform administrative duties in support of the Chief of Medicine, Associate Chiefs, Business Manager as well as general office work for the Medicine Service Line at the Hines VA. The Medicine Service is the largest patient care service at the Hines VA as it includes inpatient, outpatient, occupational health, compensation and pension and subspecialty services.

Duties

Provides patients and clinical professionals in contact with the Medicine offices with clinical and administrative information as warranted. Receives, schedules, refers and contacts members of the staff, agency and individuals outside the agency ranging from other government agencies, private sector agencies and the general public. Provides general public contact support services such as answering the phone, referring visitors or providing information about the office and/or facility, its functions, the standard operating procedures (badging, information security, training, travel, leave, tour of duty scheduling software, etc.) Deals with all aspects of patient complaints including directing to the appropriate staff, tracking and resolution. Serves as primary timekeeper for Medicine Service Line managing and coordinating over 400 employee timecards requiring variable pay plan experience for Title 5, Hybrid Title 38, Title 38, Fee Basis contractors and intermittent appointments and 5 pay plans. This includes monitoring and certifying subsidiary time cards for Part-Time Adjustable Work Service (AWS) employees. Screens the supervisor and staff member calls and determines if the call requires their attention. Supplies the requested information when the question concerns routine information (e.g. status of reports, suspense dates, procedural requirements). Assists business manager/administrative officer in organizing the flow of office processes and subordinate offices. Responsible for establishing practices or procedures to meet new situations as well as recognizing how and when certain policies or procedures will be confusing to others and developing materials to assist as needed. Covers for other administrative support staff on a regular basis. Acts as the liaison for all Medicine Service Line employees attending external training events by providing assistance through the travel process and coordinating with multiple departments (Travel, Education, Chief of staff and the service line) to ensure proper forms are completed and expenses are entered correctly in the electronic travel system. Serves as main contact for service with super user access to the system. Serves as approver for CGE travel expenses. Establishes, monitors and adjusts schedule of service manager and MSL conference rooms. Schedules appointments, coordinates meetings and/or schedules conferences. Sends invites for meetings and reschedules when key members are unable to attend. Independently schedules supervisor/staff member time based on a knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required .Organizes and distributes the on-call schedule for the entire service line including making the information available online and entering data into Visn 12 Call Schedule SharePoint. Coordinates and schedules interviews for potential new hires. Serves as point of contact for various conferences. Submits attendance and disclosure records to ensure CME credit. Works with Education Service to obtain CME designation for various trainings. (other duties as assigned) Preferred Experience: Primary Timekeeping experience Strong customer service skills. Demonstrated high proficiency with office automation including Microsoft Office Products Excel, Excel and Power Point. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 07:00am - 3:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD241090 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/04/2024. 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 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: maintaining calendars of others, distributing and tracking correspondence, maintaining tracking lists, ensuring timely submission, maintaining on-call schedules, performing timekeeping functions, maintaining office filing systems, reviewing completed forms, and acting as a liaison with other counterparts. You will be rated on the following Competencies for this position: CommunicationComputer SkillsOrganizational StewardshipSelf-Management 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 incumbent may sit comfortably to do the work. There may be some waling, standing, bending and carrying of light items (i.e, files, books, office supplies). Incumbent must be able to speak/communicate clearly and record information (writing/typing). 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.

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Angela Godbee
• Phone: 706-691-3942
• Email: [email protected]