This position is in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Durham VA Medical Center (VAMC), in Microsurgery Service. The position is organizationally aligned under Microsurgery & Specialty Service where the position provides administrative support for the Microsurgery and Specialty Service involving Eye service and Dental Service Residency and Student Programs.

Duties

Major Duties Prioritize and organizes administrative and clerical duties according to priorities among options available at any point in time such that priority items are performed in a timely fashion. Keeps the Administrative Officer, Eye Services, aware of the status of administrative and clerical tasks and duties (e.g. task completed , or if pending, anticipated date of completion). Work closely with the Administrative Officer of the Eye clinic to identify the needs of resources in the section. Create and present status reports to the Administrative Officer to enable the AO to acquire and distribute resources for the Clinic as needed. Inform the AO for the requirements to meet performance measures, OPPE &FPPE as stipulated by the VISN periodically. Assists in monitoring supply and demand; analyzes data; and determines in conjunction with the management team resources required to meet the demand. Reviews and updates clinic profiles on an annual or as needed basis. Reviews the clinical utilization statistical systems report, analyzes data, and determines appropriate action to improve clinic utilization. Medical Record Subcommittee Report for Dental services. Monitors electronic consult package. Update the status of the consults and inform the AO of any action needed for consult management. Troubleshoots all error messages and malfunctions of all software and packages supported or used by the staff of all areas supported. Identifies the appropriate IT specialist to assist with the multiple issues that can affect the network and or Vista Operations is key to the quick recovery of issues that cannot be solved by the incumbent. Employee must maintain excellent rapport with all VA employees who support the appropriate packages, network and server support. Training and retraining the entire surgical staff is vital to the success of the service. Monitors and manages incoming residents and students including the following: Ophthalmology Residency Program, Optometry Extern Student Program, and Dental Residency Program to ensure they are contacted and notified of all training to complete prior to their arrival. Maintains contact with the two universities supported, Duke University and UNC Chapel Hill. Coordinates residency program with schools for residents and students with respect to VA policies and procedures for leave requests, salaries, etc. Coordinates pay schedule with schools, assist in processing PAID, WOC & Fee Basis provider recruitment documents and Pay panels. Prepares all application packages and personnel action information for Ophthalmology and Dental residents. Schedules appointments for ID cards, HR requirements, and computer access. Ensures that residents and students are given the appropriate access to the network as determined by their attending provider. Schedules resident orientation with Chief of Ophthalmology and Dental Services. Coordinates the rotation of residents with the Chief of Ophthalmology, Education, and Human Resources Management Service. Ensures that all appropriate materials have been gathered and are available for review prior to the appointment or re-appointment of residents and providers. Manages the operating room schedule for Microsurgery services. Monitor Ophthalmology SharePoint. Ensures the Surgery patients have a surgery date and appointments are made as per doctor's orders in VISTA Appointment Management for pre-op, surgery and post-op visits. Function as point of contact for all surgery related patient queries and acts as the liaison between providers and patients. Serves as timekeeper for assigned T&Ls, initiating, and maintaining all required records. Work Schedule: FT, Monday-Friday, 7:30am-4:00pm Telework: No Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD066760 Relocation/Recruitment Incentives: 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, 04/02/2024. 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. Selective Placement Factor: Clerk-Typist, Office Automation Clerk/Assistant, Clerk-Stenographer, Data Transcriber, and Positions with Parenthetical Titles of (Typing), (Office Automation), (Stenography), or (Data Transcription) In addition to meeting experience requirements, applicants for these positions must show possession of the following skills, as appropriate. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. Clerk-Typist, GS-2/4; Office Automation Clerk/ Assistant (any grade); (Typing) (any grade); and (Office Automation) (any grade): 40 words per minute typing speed 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-06 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 clerical and administrative procedures, various office skills; and carrying out day-today administrative support activities; Working in an administrative position which required preparing correspondence, reports and graphs utilizing a variety of computer program. Skill in the use of a variety of computer software such as Microsoft Word, Excel, Power Point and other software applications; Interacting with executive leadership in the VA and private sector, contractors, staff members as well as Veterans, their family members and/or legal representatives; Provide/submit requested information to ensure all due dates are met in a timely and satisfactory manner; Managing a fast-paced office to include, establishing priorities, set up, reschedule appointments; Use own initiative to follow-up on action items and time-sensitive issues with appropriate staff members. You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationClerical 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. Preferred Experience: Knowledge and experience of the broad range of administrative services/support in order to plan, implement, carry out, and ·advise on various activities relative to quality management/improvement, continuum of care, and performance measures. Experience communicating verbally and in writing with a variety of customers from different backgrounds and different levels of understanding Physical Requirements: The work is mostly sedentary but requires standing during presentations or training; may require some walking, bending, stretching and carrying objects such as files/binders. Work also requires spending time performing keyboarding duties. No special physical characteristics are needed 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.

Contacts

• Address Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Brian Watt
• Phone: (906) 396-7485
• Email: [email protected]