Truman VA Medical Center is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans.

Duties

This position functions as a Program Support Assistant within the Specialty Care Clinics Section performing clerical and administrative duties under the Specialty Care Service line at the Harry S. Truman Memorial Veterans' Hospital in Columbia, Missouri. MAJOR DUTIES AND RESPONSIBILITIES Program Coordinator (25%) Directs administrative activity within the Specialty Clinic Medical Support Assistant (MSA) Section. Handles routine inquiries (face to face and telephone) from MSA staff regarding product availability, etc., and routes other inquiries to technical personnel or supervisor, as appropriate. Solves problems and makes independent decisions including the setting of priorities. Acts as the Records Liaison/Officer and maintains program records, policies, and procedures manuals to meet Joint Commission and VHA standards. Supports the evaluation, analysis, and/or control of the records management program for the service. Completes routine records management surveys. Acts as the Talent Management System (TMS) Administrator for MSAs of Specialty Care Service. Provides data to monitor compliance with continuing education performance measures. Assists staff members in accessing mandatory training through the TMS and other educational modalities. Prepares education and training reports as requested for administrative and supervisory personnel. Plans and/or accomplishes special projects. Uses standard approach to perform a variety of duties related to special projects involving administrative or support issues. Conducts extensive research and compilation of data from diverse sources. Extracts and assembles information, conducts analysis and develops reports or presentations. Purchase of Supplies (25%) Responsible for ordering of clinic staples and supply purchases, equipment, and services; screens purchase requests for completeness and adequacy; searches for sources of supply and availability; coordinates purchase requirements, specifications, and acceptable substitutes with requester; contacts prospective contractor/vendor for oral and/or written quotes and determines source based on price, delivery, etc., processes and tracks purchase documents, advising customer of status of the purchase. Conducts cost-benefit analysis and explores alternate sources of purchase to ensure the best prices for the service. Administrative Correspondence/Meetings/Reports (25%) Receives and screens telephone calls and directs contact as appropriate. Responds to routine matters independently and answers most questions using established business practices involving established policy or standard operating procedures. Establishes and maintains an effective suspense control system - taking into consideration complexity, nature and extent of coordination and urgency of suspense. Actions originate from a variety of sources, including VA, VHA, and local levels. Monitors the timing and sequence of the actions in various stages of completion within the program to meet fluctuating deadlines and suspense's. Ensures appropriate coordination for and follows up on all responses. Timekeeping (15%) Serves as the primary timekeeper and maintains time and attendance records for all MSA personnel and back-up to other Time and Leave sections in the Specialty Care Service line, is familiar with all current fiscal policies and procedures appropriate to correct documentation and submissions of employee timecards. Works with department supervisors to ensure correct and timely input of staff leave requests including appropriate and regular corrections of leave exceptions as needed. Other Duties (10%) Works in Scheduling needs as a Scheduler processing patients and resolving scheduling issues by contacting clinicians and clinic areas on an as-needed basis. As well as other scheduling needs based on Scheduling Directives for consult and established return to clinic orders. Incumbent will also assist in cancelling and blocking clinics based on coverages needs. Work Schedule: Monday-Friday, 8:00 am to 4:30 pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant PD 10210-0 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required References: Please provide "References" with application. At a minimum two current or former supervisors or from individuals who were in a position of a professional nature. Indicated if the Hiring Manager may contact.

Requirements

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• 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, 05/14/2024. 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 6 position you must have served 52 weeks at the GS 5. 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. 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 GS-5: Developmental Level, have at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties of the Program Support Assistant at the developmental level, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-4) in the Federal service. Specialized experience is experience where you were responsible for providing clerical, technical, or customer support; receiving and referring phone calls; communicating and treating customers in a courteous, tactful and respectful manner while providing consistent information according to established policies and procedures; and using computer programs to prepare documents. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. Or Successfully completed four (4) years of education above the high school level in any field which high school graduation or the equivalent is the normal prerequisite? (Transcripts must be submitted at time of application) Or have equivalent combinations of successfully completed post-high school education (beyond the second year) and specialized experience as described above, which meet the total experience requirements for this grade level. (Transcripts must be submitted at time of application) GS-6 : 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. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-5) in the Federal service. Specialized experience is experience where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; answering telephones, referring visitors, and providing information. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You will be rated on the following Competencies for this position: CommunicationComputer SkillsInterpersonal SkillsManages and Organizes Information 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 sedentary. Occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications required

Education

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

PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html. All education claimed by applicants will be verified by the appointing agency accordingly. 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.

Contacts

• Address Harry S Truman Memorial Veterans Hospital 800 Hospital Drive Columbia, MO 65201 US
• Name: David Jackson
• Phone: 573-814-6400
• Email: [email protected]