This position serves as a Program Assistant to provide Program and Project Coordination in addition to clerical, administrative, and technical program support work for the Recreation/Creative Arts Therapy Service (RT/CAT) at the VA New York Harbor Healthcare System (VA NYHHS). Reports directly to the Chief, Recreation/Creative Arts Therapy Service, but provides support to members of the service across three campuses of the healthcare system.

Duties

Duties include but are not limited to: Administrative Support 60 Percent Serves as a central point of contact to provide authoritative explanations of requirements, regulations, and procedures, and to resolve operational problems related to Recreation/Creative Arts Therapy Service. Responds to requests for information concerning Recreation/Creative Arts Therapy Service. Systematically prepares material so that it is immediately available for the department's need. Maintains service chiefs' calendar and coordinates reception of mail, telephone calls, and visitors to ensure a smooth flow of business in Recreation/Creative Arts Therapy Service. Screens mail closely to determine priorities and appropriate distribution within the department. Schedules appointments and meetings upon own initiative based upon personal knowledge of workload and current issues of importance. Responsible for paperwork management within the service. Maintain reports control file and/or suspense files for all Recreation/Creative Arts Therapy reports. Responsible for coordinating and managing an effective office system. Instructs applicable staff in areas of new techniques, policies, procedures, etc., and provides feedback on any associated problem in implementation. Advises professional staff, supervisors, and service program clerk(s) in the procedural aspects, deadlines required, and reporting requirements. Keeps managers informed of activities scheduled, as well as programs available and the general consult/referral guidelines, which may impact upon program or goals. Initiates timely feedback regarding problems in reporting systems, data collection, or any actions that interfere with accomplishing work. Summarizes and transcribes RT/CAT staff meetings for individual and/or combined campuses. Compiles necessary information to create RT/CAT Policy and Procedure Manual to ensure all current policies and procedures are available for employees' review. Maintains established schedule for review of policy and procedures which need revision and routes to appropriate staff for update or development of policy/procedure. Serves as control point clerk for three fund control points for operating supplies and services. Responsible for establishing and maintaining records for fund control points to maintain control of an annual budget utilizing both the VISTA IFCAP computer system and local RT/CAT procedures; is responsible for use and reconciliation of purchases for two credit cards. Advises management of financial and material needs/problems. Prepares and ensures correct submission of purchase requests, meeting deadlines required by These purchases are made using the Prime Vendor system and purchase cards. Maintains records necessary for providing accurate budget information and prepares AMIS reports. Reconciles account with Fiscal Service monthly. Inputs documentation into Training Management System (TMS). Monitors employee compliance. Responsible for submission of tuition support requests for training and/or travel, registers the participants, and makes any travel arrangements that are required. Ensures that all paperwork for new employees and other reports are completed appropriately, within designated timeframes and submitted to appropriate services. Maintains operation of office equipment such as fax machine, copy machine, etc. Evaluates office systems and procedures and makes recommendations to improve efficiency and productivity. Requisitions office supplies, forms, publications, and performs all similar office maintenance duties. As primary timekeeper is responsible for the preparation and timely submission of time and attendance reports as well as being a resource for inquiries concerning timekeeping from service personnel when questions arise. Serves as department ADPAC and coordinates interactions between staff and Office of Information and Technology (OI&T); utilizes EPAS; initiates PIV card access for department staff, interns, contractors and WOCs. Project Management/Program Support 40 Percent Assists in program development. Provides physical hands-on setup support for special events, programs, and regular activities (e.g. facilitation assistance with baking, room layout, decorating, etc.) Independently schedules and implements performances and special events with community partners and Veteran Service Organizations (VSOs), including making all necessary arrangements. Coordinates with clinical staff to ensure awareness of program and facilitate Veteran participation. Work Schedule: Monday - Friday 8:00am -4:30pm Position Description Title/PD#: Program Support Assistant/PD49065O Physical Requirements: See VA Handbook 5019

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-6 grade level: One year of specialized experience (equivalent to the GS-5 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience with automated systems, dealing with timekeeping, tracking of electronic files and systems. Extensive experience with Microsoft office suite : Word, excel, PowerPoint and outlook. Customer service experience. Experience with scheduling consults. Extensive experience managing administrative responsibilities for a clinic or office setting. Skill in compiling and summarizing information and data, identify inaccuracies in the information, and make written recommendations to resolve discrepancies. Knowledge of extracting information from various sources when this requires considering the applicability of information and the characteristics and quality of the sources. Experience with entering electronic request for equipment, computer access and application access. Experience managing and maintaining department records. Experience in timekeeping and payroll. There is no educational substitution for the GS-6 level. 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.

Education

There is no educational substitution for the GS-6 level.

Contacts

• Address VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: James Raczynski
• Phone: 929-317-0069
• Email: [email protected]