The primary purpose of this position is to perform administrative duties in support of the Associate Chiefs of Medicine, who serve as oversight to each of the following sections (Hines Primary Care, all Community Based Outpatient Clinics in six different geographic locations Inpatient, Residency Program and Specialty Care).

Duties

On a regular and recurring basis, lead duties in this position consist of the following (INCLUDING BUT NOT LIMITED TO): Distributes and balances the workload among support employees in accordance with established work flow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy; Monitors and reports the status and progress of work to the Business Manager; and makes day- to- day adjustments in accordance with established priorities including, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly; Keeps in touch with the status and progress of work, and makes day- to- day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly; Estimates and reports on expected time of completion of work, and maintain records of work accomplishments and time expended and prepare production reports as requested; Instructs employees in specific tasks and job techniques and make available written instructions, reference materials and supplies; Provide position-related job training to new employees in accordance with established procedures and practices; Maintains a current knowledge and answer questions of other employees on procedures, policies, directives, etc. and obtains needed information or decisions from supervisor on problems that come up; Monitors work in progress and reviews completed work to see that supervisor's instruction on work sequence, procedures, methods and deadlines have been met; Amends or rejects work not meeting established standards, refer to supervisor questions or matters not covered by standards and problems in meeting performance standards; Monitors working conditions such as seating, ventilation, lighting, safety, etc.; Approves leave for designated T&L; Develops and maintains files, application materials and correspondence with academic affiliates to ensure smooth operation of the medical resident and trainee program. Responsible for being liaison with multiple administrative support personnel with Academic Affiliate. They are responsible for coordinating, retrieving and safeguarding all sensitive and required information between oncoming residents, fellows and the Human Resources Department for both the Academic Affiliate and the Hines VA and are regarded as an expert source on identifying processes and processing all information. Independently organizes and initiates activities of the program that require staff involvement, trainee involvement, leadership involvement and correspondence with affiliated programs and individuals at required time points. Receives calls, greets visitors and directs to staff members only those contacts needing their attention or action. Takes care of routine matters, and on the basis of knowledge of the programs or operations, refers other inquiries to appropriate personnel. Incumbent personally responds to routine and non-technical requests for information such as status of reports, duty status of office personnel, suspense date for matters requiring compliance and similar information readily available from the files. Acts as interim primary timekeeper for staff and physicians in the front office. Serves as interim lead timekeeper for all timekeepers within the service line. Responsible for assuring conformance with policy and regulatory requirements for Time and Leave for multiple types of employees (full-time physicians, full-time GS, part-time physicians, part-time GS, fee-basis/consultant, etc.) Responsible for identifying issues and working to improve processes. Sponsors administrative and clinical employees as well as medical residents. Assures correct supervisory assignment and profile information for TMS training in electronic learning system for all employees of Medicine Service Line. Runs TMS reports in the system to track various mandatory trainings. Work Schedule: Monday-Friday 7:30am - 4:00pm Telework: Not Suitable Virtual: This is not a virtual position. Position Description/PD#: Lead Program Support Assistant/PD21124O

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/30/2024. 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-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. Preferred Experience: Independently organizes and initiates activities of the resident coordinator program that requires staff involvement, trainee involvement, leadership involvement and correspondence with affiliated programs and individuals at required time points. Selective Placement Factor: Primary timekeeper for staff and physicians in the front office. Serves as lead timekeeper for all timekeepers within the service line. Responsible for assuring conformance with policy and regulatory requirements for Time and Leave for multiple types of employees (full-time physicians, full-time GS, part-time physicians, part-time GS, fee basis/consultant, etc.) Quality Ranking factor: Reads directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised or amended procedures for such matters as preparation and processing of correspondence, technical reports and forms, filing, mail procedures, preparation of travel vouchers and security procedures. You may qualify based on your experience described below: Specialized Experience: One (1) full year of specialized experience that equipped the applicant with the particular knowledge, skill, and abilities to perform successfully the duties of the Lead Program Support Assistant GS-7 position, and that is in or related to the work of the position to be filled. To be creditable, this experience must have been equivalent to at least the GS-6 level in the Federal service. Examples of specialized experience include: Knowledge of the office routine and procedures sufficient to receive and answer phone calls, file material and retrieve files as needed, create various administrative documents, utilize electronic office applications and independently perform duties; Knowledge of maintenance of confidentiality of patient/employee information, electronic and print, the medical center performance improvement program, how to work and function in a medical environment in a safe manner, including infection control and the correct operation of equipment; Knowledge of the duties, commitments, goals and priorities of the manager and staff to advise other clerical support personnel on such matters as the application of instructions and regulations and their effect on the work of this staff; Knowledge of timekeeping procedures and guidance to properly complete and submit time cards for the service line staff; Knowledge of English grammar, spelling, punctuation and required formats to read, write, communicate and draft materials; and skills in operating word processing and other office applications. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCustomer ServiceFlexibilitySelf Management 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 places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items such as paper and books. 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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Angela Godbee
• Phone: 706-691-3942
• Email: [email protected]