This position is located at the Durham VA Medical Center (DVAMC) in the Health Professions Education Office (HPEO) and is aligned under the Associate Chief of Staff for Education, Designated Education Officer (DEO), who reports to the Chief of Staff (COS). This position supports the DEO and HPE Manager in establishing, maintaining, and evaluating the quality of health professions training programs and the quality of care delivered by health professions trainees (HPTs) at the VA medical facility.

Duties

Duties and responsibilities for this position include but are not limited to the following: The position performs a variety of office management and administrative duties in support of HPEO which includes: - Provides technical and administrative guidance necessary to achieve efficient service operations within the VA medical facility and maintain stakeholder satisfaction. - Prepares and tracks documents and correspondence to coordinate actions and close action items. - Anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives and takes or recommends the necessary action to prevent their occurrence. - Assists management and supervisors with human resources (HR) processes, catalogs actions and paperwork, and provides advice to accomplish supervisory goals. This includes assisting in writing position descriptions, job analysis, preparing performance plans and appraisals, processing training requests, TMS administration, and drafting disciplinary and adverse actions. - Provides required documents within required timeframes for position management, hiring actions, FTE requests, and performance appraisals. - Provides administrative orientation and training to new employees within HPEO. - Facilitates performance measure goals by monitoring, reporting, and acting on suspense items, accreditation standards, needs assessments/surveys, and budgetary requirements. - Assists in the formulation and execution of budget estimates and assists with preparing and updating the budget spreadsheets which are used in budget briefings. - Provides financial support in both the formulation and execution phases of the allocation of HPEOs operating accounts. Reviews and approves travel authorizations and vouchers; serves as the 1st level CGE travel approval when needed; reviews cost and assists staff on entering travel requests into Concur.gov. - Assists with the administrative tasks and processes required for oversight of paid and WOC HPTs and others associated with a complex health care system, which includes employees, executive facility management, academic affiliates, and HPTs. - Assists in the verification of full accreditation of HPEO programs and processing of program letters of agreement, Trainee Qualifications and Verification Letters, and/or educational activity records for renewals, signatures, and appropriate filling.- Provides support for data collection, data entry and financial analysis work.- Participates in internal program office budget discussions. - Coordinates special projects by performing a variety of duties such as collection and compilation of information involving administrative or support issues. Performs other duties as assigned. 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: 8:00am - 4:30pm Telework: 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#: Program Support Assistant/PD99463-S Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/12/2024. 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. 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. You may qualify based on your experience as described below: Specialized Experience: GS-06: You must have at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant 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-5) in the Federal service. Specialized experience includes 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; and providing information and customer service. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, GS-07: You must haveat least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Program Support Assistant at the full performance level (GS-7), 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-6) in the Federal service. Specialized experience includes experience where you were responsible for providing administrative support functions within a healthcare facility; familiar with tuition/travel policies and processes; following purchase card policies for transactions; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. Physical Requirements: The work is sedentary. However, there may be some walking; standing; bending and carrying of light items. No special physical demands are required to perform the work. The work is primarily performed in an office setting. 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: Natasha Fortenberry
• Phone: 314-459-1741
• Email: [email protected]