The incumbent provides technical support for the Office of Academic Affiliation (OAA) programs at VASBYHCS managed by the Associate Chief of Staff for Research and Education (ACOS/R&AA) in the office of the Chief of Staff. The incumbent works in collaboration with the GME Program Coordinator to provide administrative and program management support so that the office remains compliant with all ACGME, OAA and compliance and Business Integrity requirements.

Duties

Duties may include, but are not limited to: Provides analysis to manage more than 70 active affiliation agreements. Affiliation Agreements are essentially contracts between the hospital and the educational institutions that cover liability and other aspects of the training program for the learner. The analysis requires review of regulations and reporting requirements contained in specific handbooks and directives, so he/she can determine problem areas and make recommendations to correct errors and measure progress and effectiveness of program operations against goals and objectives. Serves as the point of contact for completion of program letters of agreement (PLAs) for all programs that send residents to VASBYHCS for educational purposes and assures that these are renewed every five years. Interacts with affiliated institutions as needed on matters pertaining to trainee assignments and curricula and on evaluation of the VA medical facility as a training site. According to regulations in VHA Handbook 1400.05 and VACO Compliance and Business Integrity Office, quarterly reconciliation of activity reports between affiliate and VA site directors must be performed. Previously, the academic affiliate has not presented activity information to the ACOS/R&M, so payments have been solely on the basis of VA activity reported by site directors. Will monitor clinical activity of trainees by performing spot checks of notes by trainees in each program in CPRS to make sure there are equivalent numbers of notes each quarter. Will monitor the quarterly VA activity reports as they are submitted by the site directors, and then run reports of the activity reported by the affiliate in the residency management software for the same period. Assists with management of the VASBYHCS trainee database. This requires knowledge of database architecture and structure, and knowledge of governing directives. As each TQCVL and roster is processed, enters trainee information into Trainee Database, and contacts trainee or sponsoring program director so that required forms are completed and returned, so that subsequent onboarding steps can be completed. Generates and adds to shared reports to track and coordinate advancement of each of the incoming trainees through the various in-processing steps through Fingerprinting, HR Security, PIV badge issuance, Windows account issuance. Identifies issues and proposes solutions to the GME Program Coordinator or ACOS/R&M if difficulties are encountered so that a timely intervention can be accomplished. Performs internal audits on the TQCVLs and rosters submitted by the 70+ VASBYHCS affiliates to assure that programs have submitted correct information. Assists with management of a shared database with Human Resources to file electronic copies of required forms (2850-D, OF306, Appointment Letter, Appointment Affidavit, and security clearance) that have been completed and signed by trainees and signed by the ACOS/R&M. Serves as the TMS Domain manager for the GME trainees. This requires monitoring completion of required training for staff members and ensuring compliance. Assists trainees in managing their learning activities and updating their TMS profiles, and, if training additional to Mandatory Training for Trainees is added to their profiles, deleting this training. Serves as one of the first points of contact for trainees when they are onboarding. Functions as a liaison between clinical programs and the institution. Provides excellent customer service when developing and maintaining business relationships with affiliated institutions, state and federal agencies. Accesses OIT reports regarding impending trainee account expirations. Contacts trainees on this list to make sure that lapses in CPRS access are minimized. Interfaces with trainees in need of assistance. Works to resolve issues. Reaches out to trainees regularly to determine their level of satisfaction. Promotes collaborative working relationships, creative problem solving, and flexibility. 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; 8:00am to 4:30pm Telework: (ADHOC): 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#: Education Technician/PD020520 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, 08/30/2024. 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 grade level. For a GS-7 position you must have served 52 weeks at the GS-6 level. 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. You may qualify based on your specialized experience as described below: Specialized Experience GS-6: 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. Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. You will be rated on the following Competencies for this position: Attention to DetailCommunicationCustomer ServiceInternal ControlsManages and Organizes InformationTeamwork 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 normally sedentary but requires walking between buildings to ensure that GME trainees are fully in processed and oriented to various critical systems in the hospital (OIT/Security) etc.Work Environment: The work is performed in office spaces within the hospital campus and outside the hospital when duty warrants: special safety precautions are not required. Travel may be involved for training and as required for position related training and seminars. 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 WG Bill Hefner Salisbury VA Medical Center 1601 Brenner Avenue Salisbury, NC 28144 US
• Name: Anne Stone
• Phone: 980-844-2537
• Email: [email protected]